Job Description

Job Purpose:

Pristine group is recruiting a Office Manager in Edinburgh to coordinate the sale of robotics and commercial equipment. The role will include supporting the smooth running of the business by managing customer orders, supplier and logistics coordination, office administration, and financial support.

Key Responsibilities:

Sales & Customer Support

Process and manage customer sales orders, ensuring timely and accurate fulfilment. Entering sales orders on CRM system (Zoho). Arranging delivery of orders, including delivery notes with shipments. Prepare customer quotations and any required documentation. Liaise with customers to confirm order details, delivery schedules, and resolve any queries.

Finance Support

Assist the Finance Manager with supplier invoice processing, customer invoicing, and reconciliation of bank transactions. Process supplier and salary payments, reconcile bank transactions, company credit cards, and manage staff expense claims.

Procurement & Supplier Management

Process purchase orders on CRM system (Zoho). Process supplier invoices and ensure timely payments. Coordinate with international suppliers (Turkey, China, India) for order requirements, pricing, status and shipping documentation. Negotiate shipping rates and logistics options with freight partners to ensure best value and on-time delivery.

Logistics & Warehousing

Manage all domestic and international logistics requirements, including freight booking, customs documentation, and shipment tracking. Coordinate with 3PL warehouses to ensure efficient processing and delivery of customer orders across the UK. Support stock management processes including monthly stock counts and maintaining minimum stock levels.

Office & Administrative Support

Oversee the day-to-day running of the office including supplies, staff wellbeing, travel and accommodation bookings, and general office maintenance. Provide administrative support to all staff including onboarding of new employees, preparation of documentation, and general coordination tasks.

Fleet Management

Maintain records and schedules for all company vehicles, ensuring MOTs, servicing, and road tax are up to date.

Compliance & Certifications

Maintain and update company ISO documentation (ISO 9001, ISO 14001, ISO 45001) and Cyber Security Certification on Atlas. Support annual certification renewals and audits by ensuring compliance documentation is accurate and up to date.

Stock Control

Monitor inventory levels and coordinate with warehouse team to maintain optimal stock levels. Report stock status and requirements to directors on a regular basis.

Skills & Experience Required:

Proven experience in operations, logistics coordination, or office management. Strong organisational and multitasking skills with excellent attention to detail. Experience liaising with international suppliers and logistics providers. Financial administration experience including invoicing and reconciliations (Xero). Proficiency in Microsoft Office (Excel, Word, Outlook) and ERP/accounting systems. Knowledge of ISO and Cyber Security compliance (desirable). Excellent communication and interpersonal skills.
Job Type: Full-time

Benefits:

Private medical insurance
Job Type: Full-time

Benefits:

Private medical insurance
Work Location: In person

Job Type: Full-time

Pay: 31,000.00-36,000.00 per year

Work Location: In person