Office Manager / PA

Office Manager/PA

The Business

A small consultancy business, specialising in the development and application of bespoke electronic systems now has an opportunity for an Office Manager who will have PA responsibilities for the company owner.

The role

A highly organised and proactive Office Manager is required to oversee the daily operations of the office. The ideal candidate will possess strong supervisory skills and a solid understanding of administrative functions. This role is pivotal in ensuring that the office runs smoothly and efficiently, supporting both staff and management in achieving organisational goals.

Duties and responsibilities

• Monitor incoming calls, and respond to telephone inquiries
• Process sales orders, including monitoring stock availability
• Compose sales quotes, letters, emails and presentations
• Assist in the preparation and dispatch of orders.
• Arrange travel itineraries, for Managing Director and Engineers
• Relay sales leads
• Arrange shipping manifests
• Liaising with carriers, completing commercial invoices and dangerous good forms
• Placing orders with suppliers
• Booking in deliveries using the Stockit system
• Paying and issuing of invoices, using Quickbooks
• Carrying out ISO9001 internal audits and all preparation for the annual audit
• Ensuring all health and safety requirement and certificates are up to date
• Key Holder - Allocation of office keys – signing in and out
• Petty cash
• Production scheduling
• Completing yearly application for Cyber Essentials
• Additional PA duties

Skills & Experience

• Proven experience in an office management or senior administrative role.
• Strong organisational skills with the ability to prioritise tasks effectively.
• Microsoft Office – Word, Excel & PowerPoint
• Excellent communication skills, both verbal and written
• Experience in team management and the ability to motivate staff towards common goals

 Desirable

• Previous PA/EA experience would be advantageous
• Proficiency in QuickBooks or similar accounting software is highly desirable.
• A knowledge of ISO9001 and ISO audits would be an advantage
• Knowledge of stock control or production control systems would be an advantage

If you are a dedicated individual, able to ensure the smooth operation of a small office/technical environment, with a desire to develop your career further, please contact Graeme at Vibe Recruit on 07971 309403 for a confidential conversation or apply immediately!