About Us
Fire Aid is a leading fire and safety training provider, dedicated to providing high-quality Government approved safety training to Seafarers within the maritime industry. Our mission is to ensure that every student receives world-class instruction in compliance with international maritime standards.
We offer a variety of training including Fire, First aid, Survival courses, Security and Experience Days.
We also offer overseas training as well as various Dry Dock Safety Services for Shipyards and Cruise Lines.
Position Summary
We are recruiting for a full time Office Manager position who will oversee the daily administrative operations of the academy, ensuring smooth coordination between departments, instructors, students, and corporate clients. This role requires exceptional organisational skills, attention to detail, and the ability to work within our ISO approved quality management systems. This is a varied office-based role, which requires the candidate to use their initiative and have willingness to be flexible and adapt to the demands of working in a small business.
We are looking for someone who is dynamic, motivated, hardworking and reliable to join our team. They must be confident and competent with using computers including Microsoft Office (Word, Excel etc.) and ideally have experience working with Apple products i.e. Mac computers. They should have a polite and professional telephone manner and be confident with processing course bookings over the phone and via a bespoke booking system.
Key Responsibilities
Administrative & Office Operations
* Manage and coordinate all day-to-day administrative activities of the academy.
* Supervise front-desk operations, including reception, student enquiries, and visitor management.
* Maintain accurate records, databases, and filing systems in compliance with regulatory requirements.
* Oversee procurement of office supplies, training materials, and equipment.
* Manage the hiring of facilities and equipment.
* Liaise with regulatory authorities where required.
* Assist in internal and external audits.
* Manage and monitor the use of our quality management systems.
* Making travel and accommodation arrangements.
* Social media content.
* General Housekeeping of office, classroom and communal area.
Student & Course Administration
* Support enrolment processes, including processing payments, advising course options, document verification, and registration.
* Coordinate and manage scheduling of courses, classrooms, instructors, and training facilities.
* Maintain up-to-date course attendance, assessment results, and certification records.
* Liaise with students regarding course requirements, payments, and administrative queries.
Financial & Resource Management
* Assist with budgeting, invoicing, and expense tracking.
* Monitor and process payments, refunds, and petty cash.
* Support cost-effective use of resources without compromising training quality.
* Process invoices and payments where required.
* Produce quotes.
* Tender for new contracts and clients
Team Coordination & Communication
* Act as the central communication point between management, instructors, students, and corporate clients.
* Support HR functions, including onboarding of new staff and maintaining personnel records.
* Organise meetings, prepare agendas, and record minutes.
Qualifications & Skills
Essential:
* Proven experience as an Office Manager, Administrator, or similar role.
* Strong organisational and multitasking abilities.
* Excellent communication skills (written and verbal).
* Proficiency in MS Office Suite and database management.
* High attention to detail, especially in handling compliance documentation.
* Good Time Management.
* Ability to work independently and manage multiple tasks efficiently
Preferred:
* Experience in the maritime, education, or training sector.
* Knowledge of maritime regulatory frameworks (e.g. STCW, IMO conventions).
* Bachelor's degree or similar qualification in Business Administration, Management, or a related field is preferred.
* Experience in customer service and sales.
* Experience working with Apple Mac products.
Personal Attributes
* Professional and approachable demeanour.
* Ability to work under pressure and meet deadlines.
* Strong problem-solving skills and proactive approach.
* Commitment to confidentiality and data protection standards.
* Reliable.
* Team player.
Job Role Specifics
* Immediate start
* Office Based Role (working from home not available)
* Monday – Friday, working hours 08:00-17:00 (30minute lunch break – unpaid)
* £30,000-35,000 per annum.
* 25 days + 8 Bank Holidays (Pro-rata)
Job Types: Full-time, Permanent
Pay: £30,000.00-£35,000.00 per year
Benefits:
* Additional leave
* Free parking
* On-site parking
Application question(s):
* Do you live within a 40 minute drive of Hythe, Southampton?
* Are you available for an immediate start?
Experience:
* Office Manager: 1 year (preferred)
* Office: 2 years (required)
Work Location: In person
Application deadline: 19/09/2025
Expected start date: 15/09/2025