Office manager | 35-45K | D6
My client is currently looking for an Office manager to join their busy team, this role is on-site 5 days a week.
Key Responsibilities:
- Act as the primary point of contact for inbound calls and visitor reception.
- Manage daily office operations: post, filing, supplies, reception, and equipment maintenance.
- Maintain company records, documentation, and ensure office compliance and organization.
- Raise, track, and manage purchase orders for office supplies and other procurement needs.
- Liaise with suppliers—tea producers, logistics partners, packaging vendors—to confirm deliveries and pricing.
- Ensure timely reconciliation and update of PO records.
- Receive, verify, and process supplier invoices against purchase orders.
- Prepare batches for payment approval; execute payments via bank transfers or approved methods.
- Reconcile payments, flag outstanding items, and follow up as needed.
- Maintain and regularly update spreadsheets for: Purchase orders, supplier records, Invoice tracking, payment schedules, Office budget and expenses monitoring.
- Create reports using pivots, lookups, charts, and formulas for management review.
- Prepare presentations and internal documents using Word and PowerPoint as required.
- Collaborate with external accountants or internal finance teams to prepare month-end documentation.
- Support year-end audits by providing requested documentation.
- Assist with logistics coordination and shipping-related documentation where applicable.
- Support the Managing Director and other team members with administrative and logistical tasks.
- Ensure internal communication and coordination for smooth daily operations.
Essential Qualifications & Skills:
- 3+ years in office administration or operations, preferably in small to mid-sized companies.
- Prior exposure to purchase order systems, invoicing, and basic finance workflows.
- Strong proficiency in Microsoft Excel:
- Skilled in Microsoft Word and PowerPoint.
- Comfortable learning industry-specific platforms (e.g., accounting or ERP systems).
- High attention to detail and strong organizational abilities.
- Excellent communication both written and verbal in a professional context.
- Self-sufficient and reliable, yet collaborative with the ability to work effectively in small teams.
- Ability to multi-task and manage competing priorities under tight deadlines.
