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 Profile The 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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