Job Description

Job Summary

We are seeking a highly organised and proactive Office Support for a Busy Fire Door Manufacturing Company based in Milton Keynes at the end of February. To provide coordination and support across the office, purchasing, logistics, and finance functions. The Office Support Coordinator ensures smooth day-to-day operations by managing supplier relationships, ordering stock, booking deliveries, assisting with payments, and supporting the wider team with administrative tasks.

Key Objectives & Responsibilities

Act as the first point of contact for office and supplier enquiries. Provide day-to-day administrative support to management and team members. Record and maintain all relevant documents and records within the

Quality Management System (QMS)

to ensure compliance and traceability. Maintain organised digital and paper filing systems for orders, deliveries, and invoices. Handle incoming correspondence, calls, and emails efficiently. Contribute to maintaining a well-organised and efficient office environment.

Supplier & Purchasing Coordination

Maintain positive relationships with key suppliers. Raise and track purchase orders for materials. Monitor stock levels and assist in maintaining adequate inventory for production. Book in and confirm deliveries, ensuring accurate records of goods received. Liaise with suppliers to resolve issues such as delays, discrepancies, or returns.

Finance & Payments Support- Desired

Process supplier invoices, ensuring they match purchase orders and delivery notes. Support the finance team in preparing supplier payments and maintaining the purchase ledger. Reconcile supplier statements and follow up on outstanding items or credits. Assist with weekly and monthly financial reporting and administrative tasks. Contribute to maintaining a well-organised and efficient office environment.

Main Duties

Act as the first point of contact for office and supplier enquiries. Provide general administrative support to the Management and finance teams to ensure smooth daily operations. Build and maintain strong relationships with Suppliers and negotiate on pricing and lead times. Raise purchase orders for fire door materials. Assist with stock management and ensure materials are available for production schedules. Track and confirm orders and deliveries, ensuring goods are booked in accurately. Liaise with transport providers and site teams to coordinate collections and deliveries. Record all delivery notes, purchase orders, and invoices within the Quality Management System (QMS). Keep supplier and order documentation organised and up to date for audit and compliance purposes. Process supplier invoices and ensure they are correctly matched to purchase orders and deliveries. Support the finance team with preparing and scheduling supplier payments. Reconcile supplier statements and follow up on queries or missing documentation.

Person Specification

Minimum 2 years experience in an administrative and Procurement focused role Desired- 1 year supporting Finance teams. Good initiative to perform tasks with little or no supervision. Excellent organisation and multitasking skills. Strong attention to detail, particularly in document control and record-keeping. Proactive, reliable, and able to work independently in a busy environment. Experience working in a manufacturing or construction environment preferred. Familiarity with Quality Management Systems and document control processes. Confident communicator with good interpersonal skills. Proficient in Microsoft Office (especially Excel and Outlook). Desired- Experience using accounting or ERP systems (e.g. Sage, Xero, QuickBooks) and QMS software

Hours

: 8:00- 17:00 Full time in the Office in Stacey Bushes, Milton Keynes.

Job Types: Full-time, Permanent

Pay: 27,500.00-28,000.00 per year

Benefits:

Company events Company pension On-site parking Sick pay
Experience:

Managing Stock: 1 year (required) Financial Admin: 1 year (preferred) Quality Management System: 1 year (required) Manufacturing environment: 1 year (preferred) Procurement: 1 year (required)
Licence/Certification:

Driving Licence (preferred)
Work Location: In person