Office Manager

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Job Description

About First Derivative

First Derivative, an EPAM Company, is driven by people, data, and technology, unlocking the value of insight, hindsight, and foresight to drive organizations forward. Counting many of the world's leading investment banks as clients, we help our clients navigate the data-driven, digital revolution that is transforming the financial services sector. Our global teams span across 15 offices serving clients across EMEA, North America and APAC.

As an EPAM Systems, Inc. (NYSE: EPAM) company, a leading global provider of digital platform engineering and development services, we deliver advanced financial services solutions by empowering operational insights, driving innovation, and enabling more effective risk management in an increasingly data-centric world. EPAM Systems, Inc. (NYSE: EPAM) is recognised as a leader in software product development by independent research agencies. Headquartered in the United States, EPAM employs IT professionals and serves clients worldwide utilizing its award-winning Central and Eastern European global delivery platform and its locations in 19 countries across 4 continents. In 2013, EPAM was ranked by Forbes as #6 among America's 25 Fastest-Growing Tech Companies and #2 on the list of America's Best Small Companies: 20 Fast-Growing Tech Stars

Together with EPAM, we combine deep industry expertise with cutting-edge technology to help clients stay ahead in a rapidly evolving financial landscape, offering comprehensive solutions that drive business transformation and sustainable growth.

The role of Office Specialist is responsible for all aspects of the building and office management tasks crucial for ensuring the smooth running of the office. Ensuring that premises, facilities, equipment and services are maintained to the highest standard in accordance with current legislation relating to site safety and management. Management of the office so it is used effectively and efficiently, appropriate office services are provided and that cost awareness and revenue generation are maximised through stringent management controls and close working with the onsite Senior Management Teams.

Other duties include

• Managing the building in Belfast and Newry for daily Office Management and Property Management activities
• Management of the Office Receptionist-Administrator, including performance management
• Arranging service with suppliers as needed and managing all vendor relationships, ensuring the most cost-effective contracts are in place.
• Supporting the office to be environmentally friendly, reducing the company's carbon footprint, and ESG reporting
• Providing a safe, pleasant, user-friendly, and sustainable office environment. As an H&S and Fire Officer, proactively ensuring that the company complies with H&S and Fire legislation, ensuring all required assessments, monitoring, remedial action, and records are undertaken.
• Office maintenance as well as property maintenance and arranging repair of office equipment when needed.
• Checking inventory on a regular basis and ordering office supplies (stationery, refreshments, purchases)
• Assisting in all aspects of event planning and implementation such as hosted meetings, offsite meetings and conferences, and staff parties
• Organising the office layout and maintaining the condition of the office and arranging for necessary repairs
• Initial office orientation for all new starters, ensuring all new starters are well-integrated.
• Reviewing and updating health and safety policies and ensuring they are observed.
• Arranging regular testing for electrical equipment and safety devices
• Leading the local Office Management Team

Ideal candidate will have:

• Experienced 'hands on' Facilities Manager who can work on their own initiative and work effectively with a wide range of colleagues, associates and contractors.
• Contract management is essential as are strong organisational, management and communication skills.
• Proactive, professional, hardworking and committed individual with supervisory or management experience
• Knowledge of the Landlord and Tenant Act, and a working knowledge of Risk Assessments
• Excellent presentation, communication, IT, and interpersonal skills are essential.
• Contract management and record keeping experience.
• Experience of negotiating and influencing people, including senior staff, to support information collation.
• Be fully proficient in all Microsoft Office programs (including Word, Excel & Outlook); competent user of internet.
• Able to prioritise a busy workload whilst maintaining excellent attention to detail.
• Be resilient, resourceful, and punctual.
• Proactive attitude in identifying issues at the earliest opportunity and in responding to potential problems.
• Able to share learning or enable process improvement.
• Discretion when supporting activities and handling sensitive data.