Office Manager - Part Time

Templine Employment Agency Ltd
Competitive salary
01 Feb 2018
26 Feb 2018
Contract Type
Part Time
Line Responsibility:** The post holder is responsible to the Managing Director

**Hours** : Part time (hrs tbc)

**Salary:** Based on experience

**Holidays:** 28 days including bank holidays

**Location** : The normal place of work will be at the Company’s office in Wilden, Bedfordshire and/or such other place of business of the Company within 30 mile radius of Wilden and this may be on a temporary or permanent basis.

**The role;**

The role is to support the efficient running of a growing digital agency and software provider, by providing office management, administration and PA support; facilitating the team to focus on their roles whilst adhering company policy. As the role will be supporting the MD, an ability to be diplomatic and confidential at all times is key.

The main duties and responsibilities shown below are not exhaustive but should merely be regarded as a guide. The jobholder will be expected to conduct any reasonable activities according to the business needs at that time.

**Key Responsibilities include: **

Office management:

* Being internal contact for internal system and software processes
* Managing procurement, office equipment, phones, supplies, heating etc. and reviewing budgets.
* Managing cleaning, maintenance and repair of office equipment
* General office duties ensuring customers are dealt with in a friendly and professional manner on the phone and in person.

**Financial Administration:**

* Debt control
* Verifying and inputting contractors’ purchase invoices
* Raising sales invoices to customers
* Completing/coordinating month-end financial administration processes
* Supporting setting up and maintenance of client projects in management information system (Journey)
* Monitoring and raising quotations
* Producing monthly client reports
* Raising purchase orders
* Managing the accounts email box which includes supplier queries and client queries.
* Entering supplier invoices and receipts into bookkeeping software and reconciling payments made or received against the bank and credit card statements.
* Liaising with, supporting and handling queries from the Bookkeeper.
* General administration duties


* Supporting MD in all internal meetings
* Arranging team and internal meetings
* Preparing data and information for meetings
* Completing minutes, producing agreed SMART actions
* Booking travel, accommodation, and restaurants

**Sales administration:**

* Managing relationship with low spend clients
* Supporting order confirmation and project creation process
* Administering client contractual documentation
* Updating client records
* Filing
* Maintaining client/contact information in CRM system

**Quality systems**

* Supporting the MD with Quality management responsibilities (ISO 9001:2008)
* Looking for opportunities to improve systems

**HR & H&S:**

* Managing the HR & HS quarterly reviews and the twice yearly meetings with external HR company and reporting to management team
* Supporting HR/Line managers company with maintaining employee handbook
* Maintaining employee records
* Supporting employee recruitment and induction

**Desirable skills:**

* Proven office management and minimum 1 years PA experience preferred
* Excellent IT skills - including Word/Excel and PowerPoint and in particular templates
* Extensive office 365 email / internet experience essential
* Experience of working with ISO 9001:2008/2015
* Experience of implementation of CRM/ERP systems
* They are open, for the right candidate, for the role to be part time hours, from 25 hrs per week to full time

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