Office Manager

Job Description:

Office Manager

Near to Castle Donington / East Midlands Airport (free parking on-site)

£40,000 - £50,000

Our client is an established family business with some impressive plans for expansion. 

They have 3 sites throughout the UK and these sites are coordinated and looked after from the Head Office at Shardlow.  We are looking for a friendly and enthusiastic Office Manager to lead the small busy team and take ownership of the day to day running of the office.  This is a busy, demanding and varied role and would suit someone with a proven track record in a similar role.

The office is a very busy, customer facing environment so great communication skills and a professional attitude are a must. 

Key responsibilities:

Administrative tasks:

• Overseeing the administration team of four to ensure all customer & supplier records are kept up to date and all processes followed to ensure maximum turnover & profit for business 
• Making supplier & customer payments
• Liaising with Health & Safety advisors & fire safety advisors to ensure annual checks are carried out. Liaising with company directors to implement any legal requirements and recommendations
• Liaising with insurers for annual policy renewals & mid-term adjustments. 
• Ensuring company vehicles are all taxed & MOTs completed on time. Maintaining company vehicle database & files. 
• Liaising with suppliers for contract renewals to achieve best rates 
• Ensuring websites are kept updated with new pricing information and items for sale
• Liaising with suppliers to maintain good working partnerships & obtain quotations
• Preparation of customer quotations
• Issuing of Purchase Agreements & Licence Agreements
• Liaising with the 2 other sites to ensure all customer agreements completed &  relevant documents received
• Resolving customer complaints
• Providing daily updates of all relevant information to company directors
• Overseeing ordering of stock for the on-site retail outlet  - including the annual stocktake
• Collation of reports for quarterly management accounts & Year End

Finance tasks:

• Processing invoices – ensuring all invoicing is completed on time and accurately
• Managing expenses and petty cash
• Bank reconciliations of all accounts
• Payroll preparation, including collating staff hours
• Preparing information for VAT returns and submitting VAT returns
• Preparing and submitting information to HMRC
• Producing year-end figures
• Logging customer bank receipts
• Reconciliation of company credit card statements
• Credit Control and debt recovery
• Purchase ledger reconciliation

HR tasks:

• HR – preparing and coordinating the staff rota, logging of hours and absences for payroll, payment of wages & PAYE, recruitment  (from writing ads to conducting interviews), issuing of contracts and contract amendments
• Working with an external HR agency regarding any disciplinary matters and ensuring all HR documentation kept up to date
• Completing annual compliance checks
• Staff training - both new starters & ongoing for existing staff members

A really busy and interesting role in a fast paced environment.

Hours of work Monday – Friday 9am – 5pm.

Please do get in touch if you would like to know more!