Office & Site Support Manager

About the Role

We are seeking a highly organized and proactive Office & Site Support Manager to provide comprehensive administrative and coordination assistance across our County Tyrone office and various Irish sites. This dynamic position suits a detail-oriented individual who thrives on keeping operations orderly, ensuring documentation accuracy, supporting teams, and facilitating smooth communication between office and site locations.

Key Responsibilities

Office Administration & Coordination

• Deliver daily administrative support to the County Tyrone office and senior management.
• Serve as the central coordinator for all general office and administrative activities.
• Maintain precise filing and record-keeping systems.
• Oversee office registers, trackers, schedules, and other administrative documents.
• Monitor company WhatsApp groups and other communication platforms.
• Handle correspondence, documentation, and information management.
• Organize meetings, appointments, and other logistical office needs.

Site Administrative Support

• Visit company sites 1–2 days weekly to provide direct administrative aid to site teams.
• Inspect site documentation, folders, registers, and records for completeness and accuracy.
• Review dockets, timesheets, delivery notes, and related paperwork.
• Assist with filing and uploading documents into company systems.
• Identify and follow up on missing or incomplete documentation.
• Help ensure uniform administrative standards across sites.
• Facilitate effective information transfer between site teams and office.

Document & Information Management

• Organize and maintain documentation on SharePoint and dashboard platforms.
• Ensure proper filing, naming, storage, and updates of documents.
• Maintain registers, trackers, and records relevant to projects.
• Assist in collating information needed for audits, reviews, and reporting.
• Ensure documentation is easily accessible to authorized personnel.
• Contribute to improving document control and administrative workflows.

Reporting & Management Support

• Support management by preparing reports, summaries, and updates.
• Compile information from various systems to aid reporting.
• Prepare presentations and meeting materials for management.
• Maintain spreadsheets, trackers, and dashboards.
• Monitor outstanding actions and administrative requirements.

Marketing & Business Support

• Assist in administrative tasks related to marketing activities.
• Organize marketing materials, presentations, and company information.
• Help maintain records, photographs, and project data for marketing and development.
• Support social media, website, or marketing administration as needed.
• Provide ad-hoc administrative and coordination assistance to the wider business.

General Responsibilities

• Maintain exceptional organization, accuracy, and confidentiality standards.
• Understand company projects, site activities, and administrative processes.
• Foster positive relationships with all levels of staff, management, clients, and suppliers.
• Own administrative tasks and see them through to completion.
• Identify opportunities to enhance administrative practices.
• Offer flexible support across the business.

About You

• Highly organized with keen attention to detail.
• Self-motivated, capable of working independently.
• Effective communicator with staff, management, and site personnel.
• Comfortable working between office and operational environments.
• Adept at handling multiple priorities efficiently.
• Proficient in Microsoft Office suite—Word, Excel, Outlook, PowerPoint.
• Experienced using digital document management systems like SharePoint and dashboards.
• Pragmatic, communicative, and solution-oriented mindset.
• Trustworthy and discreet in handling confidential information.
• Willing and able to travel regularly to various sites across Ireland.
• Previous experience in administration, office or project management, or construction/engineering support is advantageous, though enthusiasm and ownership are prioritized over titles.

What We Offer

• A varied, pivotal role supporting both office and operational teams.
• Opportunities to develop and manage the company's administrative frameworks.
• Exposure to multiple projects and areas within the company.
• A supportive and growth-oriented working environment.