Job Overview
As part of the next stage of its development and expansion, the Irish Green Building Council (IGBC) is seeking an experienced and highly organized Office Manager, reporting directly to the CEO. The successful candidate will play a key role in developing the processes to ensure the smooth efficient operation of our organisation, including the board, allowing our team of sustainability experts (23) to focus on what they do best, transitioning the Irish property and construction sector to operate within the earth’s ecological boundaries.
They must be comfortable working in an organisation experiencing change which has grown rapidly from a small team. They should have a calm positive problem solving attitude to putting solutions in place when gaps in processes and policies are identified. This position requires a proactive and detail-oriented professional who can manage multiple tasks efficiently, improving our operation and governance systems/processes and will report directly to the CEO and work directly with the board of the IGBC.
They should have a strong background in administration, HR, governance and compliance and a working knowledge of accounts.
Key Responsibilities
Office Management & Human Resources
- Oversee the day-to-day operations of the office, ensuring a well-organized and efficient physical working environment.
- Manage office supplies and equipment, including procurement, liaison with IT provider and maintenance.
- Develop, implement and maintain office policies, staff manuals and procedures.
- Manage HR functions, including recruitment, onboarding, and employee records management, handling day to day employee queries engaging with external HR consultant where necessary.
- Administer employee benefits, leave tracking, and performance reviews.
- Ensure compliance with employment laws and company policies, in conjunction with third party if required.
- Co-ordinate CPD, mentoring of junior employees, and organise regular team days, meetings and outings.
Accounts & Financial Management
- Have full oversight of accounts including supporting and providing cover for the accounts manager , including invoicing, accounts payable/receivable, payroll processing, and budgeting.
- Support and work with accounts assistant to provide accurate and up-to-date financial records using Sage accounting software if necessary.
- Work with accounts staff to prepare monthly financial reports and support annual audits, and provide financial support on projects.
- Assist in the preparation and monitoring of budgets, forecasts, and financial planning.
- Support project teams in planning, executing, and improving processes for monitoring projects and resources.
- Assist with Financial tracking of projects timelines, deliverables, and budgets, identifying any resource requirements.
- Assist in preparing project documentation, reports, and presentations and administration required for project funding proposals.
Reporting & Compliance
- Prepare and submit reports to the Charity Regulator, lobby registrar, GDPR registration of board directors with CRO and other relevant bodies.
- Assist CEO preparing Board Papers, board minutes, supporting the board and subcommittees etc.
- Maintain and update organizational records, including legal documents and contracts.
- Develop overall quality processes and ensure that these are in place to deal with complaints and appeals eg. for certification from members or other external stakeholders.
Qualifications & Skills
- Experience: Minimum of 5 years of experience in office management, accounting, or a related role, preferably within a non-profit or charity organization.
- Education: Ideally Bachelor’s degree in Business Administration, Accounting, book keeping or a related field.
- Accounting Skills: Proficiency in accounting software and a strong understanding of financial management principles.
- Organizational Skills: Excellent multitasking, time management, and organizational abilities.
- Communication: Strong written and verbal communication skills.
- IT Proficiency: Proficiency in MS Office Suite (Word, Excel, PowerPoint) and office management software.
- Compliance Knowledge: Familiarity with Irish charity regulations, employment laws, and general compliance requirements.
- Interpersonal Skills: Ability to work collaboratively in a team environment and manage relationships with diverse stakeholders.
Personal Attributes
- Integrity: Demonstrates a high level of ethical standards and integrity.
- Detail-Oriented: Attentive to detail with a strong focus on accuracy.
- Problem Solver: Proactive in identifying issues and proposing solutions.
- Adaptable: Comfortable with change and able to manage competing priorities in a growing organisation.
Application Process
Candidates should submit their CV and a cover letter outlining their motivation to [email protected] The IGBC is an equal-opportunity employer and encourages applications from individuals of all backgrounds.
Benefits
- Salary range €45-53k
- Contributory pension after 2 years.
- Death in service and salary protection insurance subject to underwriters’ acceptance
- Flexible working hours
- 23 days annual leave, rising to 28 days after 7 years service, plus 3 complimentary days, Good Friday, Christmas eve and New Year’s eve.
Deadline for Applications: 19 April 2025
