Office Manager / PA

Our client is seeking an experienced Office Manager/PA to assist and support the General Manager with the smooth running and operations of the business.

To organise and manage all branches, including the Head Office with all staffing and administration activities

Report and resolve any potential issues in connection with the branches, head office or any of the company’s activities.

Keep the General Manager informed at all times.

Enthusiastically carry out additional tasks as directed by the GM within the business.

ADMINISTRATION MANAGER

1. Manage all staffing and administration relating to the branches, head office and as directed, in accordance with good practice, company policies, and employment laws.
2. Ensuring the company computer system and all relevant information relating to pricing, suppliers, customers is kept up to date, including the use of Microsoft Office, especially Excel. Administration and input into the company computer system (Navision).
3. Managing and administration of the company audit procedures, including regular visits to the branches and one-off spot checks as directed.
4. Looking after any customer service queries, requests for information, and being available to take and pass on information as required.
5. Ensure that weekly and monthly time sheets are handed in on time and are accurate and correct. Complete the relevant weekly payroll return for authorisation and onward submission to Payroll.
6. Regular weekly sales reports, returns as required, making sure the branches have carried out their required prospecting, including posting required information on the Sharepoint portal.
7. In conjunction with the Group Health and Safety Manager overseeing all H&S for the business and ensuring that all paperwork, returns and reports are correct and up to date. Assisting the Group H&S Manager with staff training as required, including inductions, H&S training, emergency training, and specific training as required.
8. Assisting the accounts department with queries relating to the accounts, sending out invoicing, statements, duplicate invoices as requested and assisting the branches with outstanding account payments. Working alongside the branches forwarding the relevant forms for new accounts, and checking information as required. Managing the HO petty cash and relevant documentation for submission to the accounts department.
9. Overseeing the Holiday / Absence log (WhosOff) and keeping it up to date, including making sure that adequate cover exists at all times within the branches in respect of planned and unplanned absences.
10. Overseeing the Head Office and managing all aspects of the building including, security, utilities, cleansing, H&S, welfare, and improvements. Overall responsibility for the Keyholder Policy for all branches including the Head Office.
11. Ensuring the branches have the relevant stationary and consumables as required to carry out the efficient running of their branches, source and order stationary and consumables as required to maintain the smooth and efficient operation of the business.
12. Assist the General Manager & Stock Controller with specific customer pricing and product pricing as required.
13. Liaise with external agencies and authorities as necessary (recruitment, training, fire services, police, local council, health and safety inspectors, etc).
14. Liaise with and utilise support from suppliers, merchandisers and other partners as required, at all times observing authorisation levels set.
15. Attend meetings and contribute to company strategy and policy-making as required.
16. Develop personal skills and capability through on-going training, as provided by the company or elsewhere subject to Company approval. Including staff training and appraisals as directed.
17. Although this job description covers the main duties, flexibility and team work are required in the interest of the overall business. You may therefore be required to undertake other duties as required.

A full clean driving licence is essential.

We endeavour to reply to all applications, however, if you haven`t heard from us within 7 days, you have been unsuccessful with this particular role. You are very welcome to apply to future advertisements placed by Grafters Recruitment Consultants / Grafters Accountancy Personnel.