Office Manager

Job Title: Office Manager

Location: Lockerbie

Salary: £35,000 - £40,000 DOE

Hours: Full Time, Monday-Friday (8.30am-5.00pm, 30-minute lunch)

Working Pattern: Office Based

Holidays: 23 days annual leave plus 8 bank holidays

The Role

This is a varied and hands-on position combining Executive Assistant, Accounts Assistant, Office Management and general business support responsibilities. Working closely with the Managing Director and as part of a small team, you will be responsible for providing high-level administrative support while managing day-to-day finance, payroll and office operations across the business. The role would suit an experienced administrator who enjoys variety, can manage multiple priorities and is confident working across both accounts and operational functions.

Key Responsibilities

Executive & PA Support

• Providing full PA support to the Managing Director
• Diary management, meeting coordination and correspondence
• Arranging travel, accommodation and itineraries for the Managing Director, including flights, rail travel and vehicle hire
• Preparing invitation letters and documentation for overseas visitors

Accounts & Finance

• Processing purchase and sales invoices using Sage
• Purchase ledger management, including raising orders, liaising with suppliers and processing supplier payments
• Sales ledger management, including customer invoicing, export and UK sales invoices
• Credit control and debt chasing
• Supplier statement reconciliations
• Maintaining accurate financial records and documentation
• Daily bank entries and reconciliations across multiple bank accounts, including foreign currency accounts
• Processing customer payments and reconciling company credit card expenditure
• Supporting month-end administration and preparing management accounts
• Posting journals including depreciation, wages, prepayments and accruals
• Preparing and submitting quarterly VAT returns, including UK and overseas registrations
• Managing Making Tax Digital (MTD) submissions
• Reconciling monthly statements and financial records
• Assisting with year-end accounts preparation and liaising with external accountants
• Dealing with customer and supplier account queries

Payroll & Personnel Administration

• Collating employee attendance, holiday and sickness records
• Processing new starter information
• Calculating and submitting pension contributions
• Preparing monthly payroll information for external payroll providers
• Checking and processing employee salary payments

Office Management & Business Support

• Maintaining office records, systems and documentation
• Providing general administrative support across the business
• Managing telephone enquiries and filing systems
• Monitoring utility accounts and submitting meter readings
• Liaising with utility suppliers regarding renewals and contracts
• Maintaining vehicle records, arranging MOTs and managing road tax renewals
• Conducting periodic driving licence checks for employees
• Maintaining export documentation and proof of export records

Candidate ProfileThe successful candidate will have:

• Previous experience in a PA, Office Manager, Accounts Assistant or similar role
• Strong working knowledge of Sage
• Excellent organisational and time management skills
• Experience of purchase ledger, sales ledger and credit control processes
• Good understanding of payroll administration and VAT processes
• Strong Microsoft Excel, Word and general IT skills
• Excellent communication skills and attention to detail
• The ability to work independently and manage a varied workload in a fast-paced environment

This is an excellent opportunity for an organised and proactive professional seeking a broad role with responsibility across executive support, finance and office management functions.

If you're interested in this role, click 'apply now' to forward an up-to-date copy of your CV, or call us now.

If this job isn't quite right for you, but you are looking for a new position, please contact us for a confidential discussion about your career.

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