Office ManagerJob DescriptionOverviewWe are seeking an organised and proactive Office Manager to support the smooth day-to-day running of the business. This role is responsible for managing office administration, compliance, health & safety documentation, client onboarding, financial administration, and operational support.
The successful candidate will play a key role in ensuring company records, systems, and processes are maintained accurately and efficiently while supporting both staff and clients professionally. Based one day in the office 4 days at home,
* Key Responsibilities
Office Administration & Compliance
* Maintain and update company policies and procedures to ensure compliance with current legislation and best practice.
* Manage and update health & safety documentation, including COSHH assessments, RAMS, and Dynamic Risk Assessments (DRAs).
* Carry out annual employee checks, including HAVS, noise assessments, next of kin details, and personnel records.
* Renew and maintain company licences, accreditations, and certifications, including Waste Carrier Licences.
* Complete Pre-Qualification Questionnaires (PQQs) and supplier onboarding documentation.
* Prepare and manage employment contracts and staff documentation.
* Maintain accurate employee records, including holidays, sickness, and absence management.
* Create and distribute toolbox talks and safety briefings.
Operational Support
* Schedule works, quotations, and appointments.
* Write up surveys, quotations, and related documentation.
* Complete and maintain method statements and operational paperwork.
* Support office and yard operations both remotely and on-site when required.
* Client & Customer Managemen
* Maintain excellent customer relationships and respond to enquiries professionally.
* Conduct sales calls and assist with onboarding new commercial clients.
* Follow up incoming leads and maintain accurate records of enquiries.
* Support business development activities and client approvals.
Finance & Systems Administration
Raise invoices and manage credit control processes.
* Chase purchase orders (POs) and follow up outstanding payments.
* Liaise with accountants regarding financial queries where required.
* Upload quotes, invoices, and compliance documents onto company systems including Encore, Skillco, and Subnet.
* Pay vehicle tax and manage associated administration for company vehicles.
Skills & Experience Required
* Strong organisational and multitasking abilities.
* Excellent communication and customer service skills.
* Knowledge of accounting software such as Xero and DEXT.
* Experience using office systems and databases including Encore, Skillco, and Subnet.
* Good understanding of Health & Safety processes including COSHH, RAMS, and DRAs.
* Ability to work independently and manage multiple priorities effectively.
* Proficient in Microsoft Office and general administrative systems.
Responsibilities
* Maintain accurate administrative, financial, and compliance records.
* Support the efficient running of office and operational functions.
* Ensure company compliance with relevant legislation, standards, and accreditation requirements.
* Provide professional support to management, staff, suppliers, and clients.