Office Manager Hospitality Belfast
T: 028 9032 0070
Responsible to: General Manager
Responsible for: Stores Supervisor
Liaison with: Clients; Customers, Senior Management Team; Head Office Staff; Suppliers; Potential Clients; wider management team and casual employees.
To manage the day-to-day office administration tasks of Hospitality Belfast at ICC Belfast, Waterfront Hall and Ulster Hall in line with Company requirements and policies.
Key Responsibility Areas:
Managing the companies online purchasing system for all orders, ensuring that all relevant team members comply with policies and procedures.
Capturing and reporting of sales figures for the various departments in the appropriate format within specified time frames.
Updating and monitoring of the venue’s VEMS system, ensuring that all products and services are appropriately captured to prevent revenue loss.
Assist with client show rounds and supporting company sales function as needed.
Ensuring accurate time recording/timesheets of all team members on shift by capturing this information onto the relevant program eg. Timegate or similar system.
Adhering to cash management procedures in terms of managing floats and banking procedures.
Support the operational activities of the company by being flexible to assist with delivery from time to time as needed.
Liaising with all team members to ensure they are fully briefed in terms of functions and expectations of them.
Where relevant, ensure compliance with any Quality, Environmental or Health & Safety Management System to include monitoring and review of unit performance in respect of same.
Manage the onboarding, induction, training and monitoring the performance of new employees in liaison with the relevant manager.
Conduct counselling/disciplinary meetings to maintain the standards of performance of subordinate staff.
Apply and maintain Company policies in the BWUH, with particular reference to those regarding Equal Opportunities and Unacceptable Behaviour in the Workplace.
Ensure effective communication, not only within the aforementioned teams but between the other divisions within the Company including Head Office support
Attendance at workshops, seminars, information days etc in pursuance of information/ knowledge/ legislation which will enhance the quality of services provided.
Participation in committees and sub committees in the interest of Group CSR policies and objectives.
Ensure that all actions are in line with current legislation.
Maintain all documents, records and electronic data, as required.
Liaise with other company departments to ensure a flow of information is maintained.
Draw to the company’s attention any act(s) of which you become aware that may affect the credibility of the company within the market place
Support company initiatives relating to Environmental Management.
Put forward any suggestions to improve systems, procedures or products provided by the company.
Assist the company and/or its nominated agents in providing information required to adhere to legislative reporting
Act wholeheartedly in the interests of the company.
Obtain written authorisation from the Directors to undertake any outside commercial activities.
This job description is not exhaustive and you may be required to complete other reasonable tasks requested by the Directors.