Job Description

Office Manager / Executive Support - MATERNITY COVER

Martin Mathew is an industry-leading grocery importer with over 50 years of expertise, supplying a range of sectors including foodservice, food manufacturing, and wholesale. Based in Hertford, we operate dedicated storage and distribution facilities, enabling us to serve customers efficiently across the UK.

We are looking for a proactive and highly organised Temporary Office Manager/Executive Assistant to support the smooth running of our fast-paced office environment. This role will provide essential administrative and executive support to senior leadership and is key to maintaining the day-to-day operations of the business. The ideal candidate will be detail-oriented, adaptable, and capable of quickly managing a wide range of office tasks.

This is an office based, 12-month fixed term contract to cover maternity leave. While this role is offered initially as a fixed-term contract, there may be an opportunity for the position to become permanent.

Key Responsibilities

Office & Administration

Manage all daily office operations to ensure a productive and professional working environment. Implement and maintain administrative systems, procedures, and policies across the business. Oversee procurement and stock management of office supplies, IT equipment, and cleaning & kitchen resources. Ensure compliance with health & safety regulations; act as Fire Warden, monitor equipment, and maintain records. Handle correspondence, queries, and complaints with professionalism and discretion.

HR & People Support

Support HR processes including drafting employee contracts, preparing induction programmes, and managing new starter documentation. Maintain accurate personnel records, track absences, and prepare HR reports. Coordinate recruitment activities, including scheduling interviews and liaising with candidates. Support staff engagement through the organisation of company events, social activities, and team-building initiatives.

Finance & Compliance

Process invoices, track expenses, and manage office budgets. Assist with payroll changes, pensions, and employee health benefit administration. Oversee company insurance renewals Maintain accurate financial and compliance records in coordination with the finance team. Assist with end of year tax returns

Executive & Senior Management Support

Provide high-level support to company directors, including ad hoc executive duties, diary support, and project coordination. Prepare reports, presentations, and correspondence for senior management. Attend leadership meetings, produce accurate minutes, and follow up on actions. Supervise and support administrative staff to ensure high standards of performance and efficiency.

Property & Estate Management

Coordinate the maintenance, repairs, and servicing of company-owned properties. Oversee rental tracking, tenant communication, and contractor liaison. Manage utilities, service providers, and insurance renewals across multiple buildings. Act as primary contact for property-related emergencies, including building alarm monitoring. Organise upkeep and servicing of company car fleet, including leases, insurance, and breakdown cover. Support management of the company's overseas residence in Portugal, including utilities, insurance, local service providers, maintenance scheduling, and seasonal preparation for director visits.

Travel & Events

Organise travel, transport, and accommodation for staff and executives. Plan and deliver company events, including corporate functions, parties, and staff socials.

About You

We're seeking someone who is:

Highly organised, accurate, and detail-focused Proactive, with the ability to juggle multiple priorities effectively An excellent communicator with strong interpersonal skills Experienced in HR practices and processes Confident in managing office operations

What We Offer

Competitive salary - 30,000 - 35,000 per annum

Monday - Thursday 9:00am - 5:30pm Friday 9:00am - 5:00pm

33 days holiday (includes bank holidays)

Company Pension scheme

A supportive and friendly team environment

Casual dress Fridays

Job Types: Temporary, Fixed term contract
Contract length: 12 months

Pay: 30,000.00-35,000.00 per year

Benefits:

Casual dress Company pension
Experience:

HR: 1 year (required)
Location:

Hertford SG14 (required)
Work Location: In person