Prodtex is a leading European technology house within digital and automated manufacturing solutions. The company works with a wide range of sectors including Aerospace, AEC, Defence and Space, Infrastructure, Marine and Offshore.Our primary focus is to streamline processes and procedures for our clients, offering consulting services and software solutions. Job Title Office Manager Responsible To Managing Director Job Summary Based in our city center Bristol office, the Office Manager will play a pivotal role in ensuring the seamless functioning of our office processes. As well as supporting our Senior Team, there will be a strong focus on administrative and financial duties.This position guarantees efficient workflow and heightened productivity fostering effective communication within the company. Hours This role is based in Head Office working from 9am am to 5pm, Monday to Friday. This role could also be part-time Salary 20k - 30k Key duties & responsibilities: Administrative Skills: Excellent administration skills and an ability to work unsupervised on day-to-day duties and tasks. General interest for software and IT. Must possess an ability to prioritise and multi-task with a strong attention to detail and a sense of urgency. Maintain calendars, schedule meetings, and coordinate travel arrangements for senior managers. Develop and implement streamlined office procedures and policies. Maintain a comprehensive inventory of office supplies and reorder as needed. Coordinate with vendors and service providers to ensure office maintenance. Maintain and update records and databases including HubSpot and CRM. Manage and co-ordinate emails to potential leads. Communication & Co-Ordination Skills: Act as a liaison between management and employees, facilitating smooth communication. Ensure internal communication channels are effective for seamless information flow. Coordinate meetings and appointments. Strong written and verbal communication skills with the ability to interact professionally at all levels. Respond promptly to inquiries and requests providing accurate information and assistance. Handle any customer concerns professionally and escalate issues as needed. Maintain confidentiality and discretion with sensitive information and inquiries. Must be fluent in English both verbally and in writing. Ability to communicate with confidence and clarity. Listen actively and respond appropriately. Follow instructions properly. Financial Management and Reporting: Compile financial data and prepare reports for senior management review. Assist in the preparation of financial statements and forecasts. Ensure compliance with regulatory requirements and internal policies. Prepare financial reports and reconcile any discrepancies. Maintain organised and secure records of invoices and financial documents. Invoicing, Billing and Quotation Management: Handle accounts payable and receivable processes with precision. Generate and process invoices accurately and in a timely manner using Xero. Manage accounts receivable by following up on outstanding payments. Ability to reconcile all receipts, bills & payments. Coordinate with vendors and suppliers for timely payment processing. Reconcile accounts and resolve discrepancies as needed. Maintain detailed records of invoicing activities. Create and manage quotations in a timely manner. Expense Management: Assist senior managers in tracking and categorising expenses. Process expense reports and reimbursements efficiently. Monitor spending against budgets and highlight any variances. Budget Support: Provide assistance in the preparation and monitoring of departmental budgets. Track expenses against budget allocations and report on variances. Assist in identifying cost-saving opportunities. HR Support: Aid in recruitment processes by posting job openings and scheduling interviews. Maintain employee records and ensure adherence to HR policies. Maintain and update project timesheets. Create and maintain induction package for new employees. Customer Service Skills: Clarify and respond promptly to customer needs. Responds to requests for service and assistance. Provide solutions and support to the customer using in-depth knowledge of company services. Technology & IT Support: Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint), Internet/Email/Social Media. Accurate and fast typing skills. Manage office software licenses, company training certificates and subscriptions efficiently. Manage 3DEXPERIENCE platform. Event Planning: Organise company events, meetings, and conferences seamlessly. Coordinate logistics, including venue selection, catering, and audiovisual setup. Assist in preparing materials and presentations for events. Facility Management: Uphold a clean, safe, and organised office environment. Oversee maintenance and repair of office equipment. Monitor and maintain office supplies inventory, placing orders as necessary. Adaptability: Reliability and ability to adapt to changing priorities and work effectively in a dynamic environment. Personal Presentation: Maintain a neat and well-groomed appearance. Respond professionally to visitors and callers. Company Representation: Maintain confidentiality and show discretion. Adhere to company policies and procedures. Represent the Company in an ethical and professional manner. Remain calm under pressure. Team Player: Provide support to colleagues with administrative tasks when required. Collaborative mindset with the ability to work effectively with colleagues at all levels. Willingness to contribute with the implementation of new processes for the benefit of the company. General: Provide general support to management by being flexible to work additional hours and assist with overflow work from colleagues as needed to ensure that the business runs smoothly. Proactively contribute to creating a good team atmosphere. Participate in all essential and required training to carry out your role efficiently and safely. Support and ensure complicity with Health & Safety regulations, the Company Handbook, Quality and Environmental standards, and all other Company policies and procedures. The marginal functions of this position have not been included. This job description in no way implies that these are the only duties to be performed. An employee will be required to follow any other job-related duties required by the Managing Director.