Executive Coordinator

Job Title: Executive Coordinator

Reporting to: IT Director

Business Unit: Head Office

Purpose of the Position

This role will provide high-level administrative, organisational, and operational support to the Head Office Business Unit and Omexom's Board of Directors. It will act as a key liaison between senior leaders, internal stakeholders, and external partners while overseeing a range of administrative, financial, and facilities responsibilities. It will also manage core Head Office processes such as fleet, travel, telecoms, credit card administration, and central training coordination.

Responsibilities & Duties

Including but not limited to the following:

Executive & Administrative Support

• Provide comprehensive administrative support to the Board of Directors, as required.
• Manage Board member diaries, schedules, and priorities, ensuring alignment with business objectives.
• Coordinate and prepare board-level meetings, including agendas, minutes, packs, follow-up actions, and confidential documentation.
• Act as the primary point of contact for internal and external enquiries on behalf of the Board team.
• Support cross-functional teams by coordinating activities, resolving issues, and ensuring effective communication.

Facilities & Office Management

• Oversee the day-to-day running of the Belfast office.
• Manage facilities contracts including cleaners, maintenance providers, landlords, and utilities.
• Ensure office equipment such as franking machines, printers, and meeting facilities are functioning effectively.
• Coordinate meetings, room bookings, catering, visitors, and parking arrangements.
• Manage courier and postal services.
• Monitor and replenish office supplies.

Procurement & Financial Administration

• Manage the creation, processing, and receipting of purchase orders.
• Action Head Office invoice workflows, ensuring timely and accurate processing.
• Maintain accurate financial records and support budget-related administration.
• Work with finance department to monitor Head Office credit card usage, allocate spending, and ensure compliance with internal controls.

Travel & Logistics Coordination

• Book travel arrangements, including flights, hotels, hire cars, parking, and rail travel.
• Manage travel profiles, preferences, and approvals.
• Ensure cost-effective travel planning aligned with business policies.

Fleet & Equipment Management

• Oversee fleet administration, including adding/removing vehicles from insurance databases.
• Act as the central contact for vehicle providers, insurance partners, and internal users.
• Maintain accurate fleet documentation, mileage logs, and compliance records.

Telecoms & Group Account Administration

• Manage group-level mobile phone accounts, SIMs, hardware allocation, upgrades, and contracts.
• Maintain asset registers and ensure accurate charging to cost centres.
• Liaise with telecoms providers and ensure adherence to group policies.

Head Office Training Coordination

• Coordinate with the Institute to maintain training records for Head Office employees
• Support the Institute team to ensure seamless delivery of employee development programmes.

Governance

Interfaces and relationships with key stakeholders:

• Board Members
• Head Office Employees
• HR, Finance, Procurement & Training Teams
• External partners, suppliers, and service providers
• Visitors and clients

Person Specification

Qualifications and experience:

• Minimum of five GCSEs (A -C or equivalent), including Maths and English.
• Significant experience supporting senior leaders or executives in an administrative or coordination role.
• Experience with financial systems, purchase order processes, and GRN workflows.
• Strong proficiency in Microsoft Office, especially Excel (data analysis, reporting) and Outlook (complex diary management).
• Excellent time management and organisational skills to manage multiple tasks.
• Excellent organisational, communication and interpersonal skills
• Be able to work under pressure, be a team player and have a high level of self-motivation.
• Possess the ability to use your initiative to ensure new skills and tasks are picked up easily.

Desirable Criteria

• Experience with fleet, travel, telecoms, or facilities administration.
• Knowledge of accounting or payroll principles and/or systems.

Additional Attributes

• Professional approach and excellent attention to detail.
• Comfortable working independently while supporting multiple senior stakeholders.
• Commitment to continuous improvement and service excellence.

In line with Omexom's values, the jobholder must possess the following qualities:

Team Spirit & Generosity - able to work effectively within and contribute to the Omexom team to deliver results, provide support and drive performance.

Trust and Empowerment - enjoy managing their responsibilities and time to ensure work is completed efficiently and professionally.

Integrity and Responsibility - enjoy taking responsibility for their duties and managing these effectively to ensure efficient high quality results.

Innovation & Entrepreneurship - continually strive to improve processes and introduce new initiatives to improve efficiency.