Office Manager

MPA Recruitment; Belfast City District; On-site; GBP 17,000 - 25,000; Part time

Job summary

MPA Recruitment is sourcing an Office Manager for a part-time role based in Belfast, Northern Ireland. The position spans a 3-6 month fixed-term contract, with hours of 3 days per week and reporting to the Programme Manager.

The role focuses on keeping the delivery team organized, tracking actions and deadlines, and establishing efficient administrative processes across internal teams and external partners.

Qualifications

• Senior administrative experience required.
• Proven track record in project coordination.
• Strong MS 365 skills and calendar management.

Responsibilities

• Task and action tracking across the delivery team and partners.
• Coordinate meetings and manage internal and partner calendars.
• Prepare and distribute weekly status reports to management and partners.
• Establish repeatable administrative processes for tracking, meetings and reporting.

Skills

Senior Admin

Project coordination

MS 365 proficiency

Calendar management

Tools

Microsoft 365

Outlook

Teams

Excel

Job description

Office Manager

Location: Belfast, Northern Ireland
Salary: Not specified
Hours: Part-time - 3 days per week
Contract: 3-6 month fixed-term contract
Reporting to: Programme Manager

About the Role:

Our client is a Canadian-owned and operated organization delivering innovative, world-class land administration solutions to governments and jurisdictions across the globe. With a proven track record of success and a team deeply experienced in land management projects, we are committed to driving positive, long-lasting social, economic, and environmental outcomes.

Our client believes in harnessing the power of cutting-edge technology, offering new employees the chance to develop in-demand skills that are shaping the future of land administration. Joining our team means becoming part of a purpose-driven organization where your work can make a real difference-from promoting minority rights and reducing poverty to tackling environmental challenges.

Key Responsibilities:

Task and Action Tracking

• Track outstanding tasks across the delivery team and follow up to ensure they are completed on a timely basis.
• Maintain and chase items on the RAID log (risks, actions, issues, decisions) with both our internal team and our partner's.

Meeting and Calendar Coordination

• Organize meeting arrangements between the customer, our team, and our partners.
• Coordinate and maintain the internal team calendar.
• Manage the delivery plan calendar and key dates.
• Track our delivery plan against the partner's delivery plan, working closely with their diary and calendar manager to keep the two aligned.

Reporting

• Coordinate weekly status reports to management and to our partners.

Process Set-Up

• Establish clear, repeatable administrative processes for task tracking, meeting coordination, and reporting, and ensure the team and partners follow them consistently through the length of the engagement.

What We’re Looking For:

• Significant experience in a senior administrative, program office, or project coordination role.
• Comfortable chasing colleagues and external partners for updates, and following through until items are closed out.
• Experience coordinating meetings and calendars across multiple organizations.
• Strong organizational skills, with the ability to set up a new process quickly and get others to adopt it.
• High proficiency with Microsoft 365 (Outlook, Teams, Word, Excel, PowerPoint) and calendar management tools.
• Experience working alongside an external delivery partner or vendor is an asset.
• Ability to pass a background check and security clearance, if required.

Ideal Candidate Profile

This engagement suits a senior administrator with a long track record of keeping delivery teams organized, perhaps someone semi-retired or looking for a focused, part-time or fixed-term engagement rather than a long-term career move.

• Calm, methodical, and comfortable working across two organizations with different rhythms and reporting styles.
• Confident chasing people for updates and holding them to deadlines, without needing to be asked twice.
• Experienced enough to set up a good process from scratch and get a team to stick with it.
• Reliable and detail-oriented; little falls through the cracks on your watch.
• Available for a defined three-to-six-month engagement.

Diversity, Equity & Inclusion

We are an equal-opportunity employer and are dedicated to fostering an inclusive and diverse environment for employees from all walks of life. Employment decisions are made without regard to race, colour, religion, national or ethnic origin, sex, sexual orientation, gender identity or expression, age, or disability. We hire based on talent, and we're excited to hear what you will bring to our team!

What we can offer you:

• Innovation at the Core: We utilize leading-edge technologies, allowing you to develop highly sought-after skills in a dynamic, forward-thinking environment.
• Global Impact: You'll have the opportunity to contribute to meaningful projects that help countries and citizens secure land rights and drive positive societal change.
• Mission-Driven Work: Be part of a team focused on empowering nations and communities to achieve long-term social, economic, and environmental sustainability.
• Collaborative Culture: Work alongside best-in-class partners and professionals who are passionate about making an impact and bringing innovative solutions to life.

Why Apply:

This is a fantastic opportunity to join our client in a key part-time role supporting an innovative, international project. You will play an important role in keeping the delivery team organised, ensuring actions and deadlines are tracked, and helping establish effective processes across internal teams and external partners..