Job Description

Job Summary

The Office Manager is a key figure in ensuring the smooth and efficient day-to-day operations of our fast-paced medium sized business. The ideal candidate is a highly organized, resourceful, and discreet individual who can independently manage a broad range of responsibilities across office administration, finance and staff support. This person is a master of multitasking and thrives in a dynamic work environment where no two days are the same and a challenge is always welcomed.

Key responsibilities

Office and administrative management

Organize and coordinate office operations, procedures, and resources to ensure organizational effectiveness and efficiency. Serve as the primary point of contact for external vendors, contractors, and service providers, managing relationships and negotiating contracts. Oversee facilities management, ensuring a clean, safe, and fully functional workspace. Organize and manage repairs, maintenance, and regular safety checks. Manage office supplies and equipment inventory, ordering new stock as needed and tracking expenditure. Manage communication, including directing phone calls, handling correspondence, and responding to general inquiries. Develop, implement, and maintain office administrative systems and procedures.

Finance and bookkeeping

Manage the full purchase and sales ledger, including processing invoices, expense claims, and managing accounts payable and receivable. Conduct monthly bank and credit card reconciliations. Assist in preparing financial reports, budgets, and forecasts for senior management. Liaise with external accountants to ensure accurate record-keeping and a smooth process for year-end closing. Administer petty cash and track office expenditure.

Payroll and supporting HR

Assist the Operations Manager with on boarding process for new hires, including preparing paperwork, coordinating system access, and providing a positive welcome. Maintain accurate and confidential personnel records for all employees, ensuring compliance with relevant data protection legislation. Process payroll, including collecting timesheets, recording holiday and sick leave, and ensuring timely and accurate payments. Assist in developing and updating HR policies and procedures, communicating changes to the team. Serve as a resource for employee inquiries regarding policies, payroll, and benefits.

Qualifications and skills

Proven experience in a similar office role or combined administrative/finance role, preferably in a small business environment. Proficiency with relevant software, including Microsoft Office Suite (especially Excel) and accounting software such as Xero. Strong financial acumen and experience with basic bookkeeping and payroll administration. Excellent organizational and time-management skills, with a strong ability to prioritize tasks and work under pressure. Exceptional written and verbal communication skills. High level of integrity, discretion, and professionalism, particularly when handling confidential information. A proactive, independent, and flexible work ethic with a problem-solving mindset.
This role offers an excellent opportunity for a motivated individual to contribute to the smooth running of our organisation while developing their skills within a dynamic environment.

Job Types: Full-time, Fixed term contract
Contract length: 45 weeks

Pay: 25,000.00 per year

Benefits:

Company pension Private medical insurance Sick pay
Work Location: In person