Office Manager

JCPS Mechanical Ltd is a leading mechanical services contractor in Ireland, delivering high-quality mechanical construction solutions across energy-efficient heating, air conditioning, plumbing and piping systems working with Ireland’s leading construction companies. As we continue to grow, our head office sits at the heart of the business, connecting our site teams, project managers, finance, HR and senior leadership.

We are looking for an experienced and energetic Office Manager to take ownership of our head office co-ordination and help shape how we work together. This is a varied, hands-on role for a genuine all-rounder: someone who thrives on keeping several plates spinning at once, brings a positive, can-do attitude to every day, and takes real pride in creating an office where people enjoy coming to work.

Working closely with our CEO, COO and Senior Management Team, you will be the go-to person who keeps the business connected, organised and moving forward. This is a full-time, permanent position based at our head office in Ballycoolin, Dublin 11.

Key Responsibilities:

Office Leadership & Culture

· Take ownership of the smooth day-to-day running of the head office, ensuring it is organised, efficient and welcoming

· Oversee office facilities management, coordinating maintenance, service providers and contractors to maintain a safe, well-run workplace

· Champion a positive, collaborative office culture, driving engagement across all teams

· Develop and maintain office procedures, policies and filing systems (digital and physical)

· Act as the first point of contact for office queries, directing them to the right person or team

Cross-Company Coordination

· Coordinate activities across the company, linking site teams, project managers, finance, HR and senior management so that everyone is working in step

· Plan and coordinate company events, staff briefings and team engagement activities

· Coordinate site stock takes, working with site and project teams to schedule them, complete them and record results accurately

· Maintain internal communication channels so key information reaches the right people at the right time

People, Resourcing & Onboarding

· Ensure staff onboarding and offboarding processes are followed consistently, from inductions and system access through to equipment return and account closure

· Coordinate resource planning with the HR Department, staying on top of upcoming starters, leavers and changing team requirements

· Support HR with administration, including employee records, training schedules and recruitment logistics

IT Equipment & Software Licensing

· Order IT and mobile phone equipment for staff and arrange its setup, working with our IT support providers

· Ensure software licensing is aligned to resource requirements, adjusting licences as people join, move or leave

· Maintain accurate records of IT equipment, mobile devices and licence assignments

Executive & Senior Management Support

· Support the CEO and COO with administrative tasks, including diary management, correspondence, meeting preparation and follow-up

· Manage correspondence on behalf of management, including email, post and phone communications

Finance Support, Reporting & Compliance

· Support the finance team at month end, gathering information and documentation to help meet close deadlines

· Prepare ad hoc reports and management summaries as required

· Maintain company registers, certifications and compliance documentation, supporting our ISO management systems and audits

· Support the management of health and safety documentation, including training records and certifications

Requirements

Experience

· 5+ years' experience in an office management, operations or senior administrative role within a busy, multi-team environment

· A proven track record of driving positive engagement across a busy office and building a strong, positive office culture

· Demonstrated experience coordinating multiple priorities and stakeholders in a fast-paced environment

· Experience maintaining ISO compliance (e.g. ISO 9001, 14001, 45001) is an advantage

· Experience within the construction, mechanical or trades sector is a distinct advantage

About You

· A genuine all-rounder who is comfortable switching between tasks and managing a number of priorities at once

· A proactive self-starter who spots what needs doing and gets it done without waiting to be asked

· A dynamic, positive, can-do attitude, with energy that lifts the people around you

· Strong organisational and time management skills with a high level of attention to detail

· Excellent interpersonal and communication skills, confident dealing with people at all levels, from site teams to senior management

· Proficient in Microsoft 365 (Word, Excel, Outlook, Teams, SharePoint) and comfortable with IT setup, licence management and reporting tools

· Discretion and professionalism when handling confidential information

Qualifications

· Relevant third-level qualification in Business Administration, Operations Management or a related field (preferred)

· Office management, project management or ISO-related certification is an advantage

· Valid driver's licence (the role involves occasional travel to sites)

What We Offer:

· Competitive salary based on experience

· A full-time, permanent role in a well-established and growing company

· A varied role with real ownership and the opportunity to shape how our head office runs

· Close day-to-day working with the CEO, COO and Senior Management Team

· A friendly, supportive team where your contribution is noticed and valued

Please note: JCPS Mechanical Ltd is not accepting applications or CVs from recruitment agencies at this time.

Work Location: In person