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:
1. Act as the primary point of contact for inbound calls and visitor reception.
2. Manage daily office operations: post, filing, supplies, reception, and equipment maintenance.
3. Maintain company records, documentation, and ensure office compliance and organization.
4. Raise, track, and manage purchase orders for office supplies and other procurement needs.
5. Liaise with suppliers—tea producers, logistics partners, packaging vendors—to confirm deliveries and pricing.
6. Ensure timely reconciliation and update of PO records.
7. Receive, verify, and process supplier invoices against purchase orders.
8. Prepare batches for payment approval; execute payments via bank transfers or approved methods.
9. Reconcile payments, flag outstanding items, and follow up as needed.
10. Maintain and regularly update spreadsheets for: Purchase orders, supplier records, Invoice tracking, payment schedules, Office budget and expenses monitoring.
11. Create reports using pivots, lookups, charts, and formulas for management review.
12. Prepare presentations and internal documents using Word and PowerPoint as required.
13. Collaborate with external accountants or internal finance teams to prepare month-end documentation.
14. Support year-end audits by providing requested documentation.
15. Assist with logistics coordination and shipping-related documentation where applicable.
16. Support the Managing Director and other team members with administrative and logistical tasks.
17. Ensure internal communication and coordination for smooth daily operations.
Essential Qualifications & Skills:
18. 3+ years in office administration or operations, preferably in small to mid-sized companies.
19. Prior exposure to purchase order systems, invoicing, and basic finance workflows.
20. Strong proficiency in Microsoft Excel:
21. Skilled in Microsoft Word and PowerPoint.
22. Comfortable learning industry-specific platforms (e.g., accounting or ERP systems).
23. High attention to detail and strong organizational abilities.
24. Excellent communication both written and verbal in a professional context.
25. Self-sufficient and reliable, yet collaborative with the ability to work effectively in small teams.
26. Ability to multi-task and manage competing priorities under tight deadlines.