Administration

Office Manager

Full Time

Bird Online Jobs

Escape Recruitment are currently working in partnership with our client, a small and growing company based in East Lothian. Due to their continues growth and plans, they are looking to recruit an Office Manage on a permanent basis. This role will be based onsite and you will need to be able to drive to be able to get to the office location.

This is an extremely varied role reporting into the Company Director, we are looking for someone that is comfortable working in a small team and using their initiative to complete tasks to support the team and business.

Responsibilities will include:

Oversee general office management activities that facilitate the smooth running of the business.
Manage email accounts and liaise with external IT and telecommunications suppliers.
Ensure supplier and customer information is always up to date and manage general correspondence regarding payments and invoices.
Purchase materials and office supplies.
Managing the GDPR process for the company, ensuring that GDPR processes are adhered to and accurate documentation for audit purposes is recorded.
Maintain compliance with applicable Health and Safety regulations.
Ensure company, legal and finance documents, finance statements etc. are electronically filed correctly in Dropbox and paper files are organised and kept up to date.
Preparing, proof reading and formatting weekly and monthly reports.
Maintain the office including general housekeeping, furniture provision, stationary, subsistence, arranging for necessary repairs with the landlords and management of utilities etc.
Greet external visitors and facilitate onward travel if required.
Preparation for board meetings and ad-hoc meetings, including arranging meeting rooms and supplies required such as equipment, stationary and subsistence.
Taking and typing up minutes at meetings.
Preparing Word documents and PowerPoint slides for internal and external use as required.
Manage coordination and logistics for internal and external meetings in line with company policies.
Liaise with the external marketing company and ensure that company marketing documents are being used appropriately across the business.
Keep track of website updates and manage the website domain and other online business profiles.To be considered for this position, candidates must have the following background and experience:

Previous experience of working in a similar role, ideally as an Office Manager.
Experience for working in a SME, growing company.
Confident IT skills, this should include cloud based software ideally Dropbox and MS Office (Outlook, Word, Excel and PowerPoint).
Knowledge of GDPR.
Well developed communication skills, able to build strong relationships internally and with external partners and suppliers.
Exceptional attention to detail and accuracy skills.
Experience of process review and implementing improvements would be highly advantageous