Office Manager

Job Description

Office Manager

Reporting to: Director of Horticulture

Working alongside existing part time administrator.

Job Purpose

To provide effective administrative and operational management support to ensure the smooth and efficient running of the horticultural office and the wider business.

Responsibilities and Duties

Office and Staff Management

· Coordinate and manage schedules and workloads for up to 15 site-based employees and one office-based administrative employee, including direct line management where applicable.

· Provide administrative and operational support to the Director of Horticulture as reasonably required.

· Act as the main point of contact for the horticultural office, including answering telephone calls, responding to enquiries and directing communications appropriately.

· Maintain the company's online address book and customer relationship management (CRM) system.

· Manage general office administration, document control, electronic filing and server-based records in accordance with company procedures.

Payroll and Financial Administration

· Process payroll and support accounting procedures using QuickBooks and Brightpay, in accordance with company procedures and applicable requirements.

· Assist with the preparation and administration of quotations for new and existing clients.

· Support the administration and monitoring of client contracts, including regular reporting, updates and associated documentation.

· Coordinate the company's business insurance renewal process and maintain relevant records.

Compliance, Policies and Quality Management

· Support the company in maintaining compliance with applicable employment legislation and health and safety requirements, in liaison with the Director and relevant competent advisers.

· Coordinate and maintain documentation, records and administrative processes supporting ISO 9001 and ISO 14001 requirements.

· Maintain company handbooks, policies and procedures, communicate updates and support their consistent implementation.

· Maintain employee training records and monitor training and refresher dates, escalating outstanding requirements to the appropriate manager.

· Maintain accurate and confidential employee records, including sickness absence and annual leave, in accordance with company procedures and applicable data protection requirements.

· Handle confidential employee, client and business information securely and in accordance with company policies.

Fleet, Stock and Procurement

· Coordinate company vehicle administration, including servicing, MOT appointments, fleet insurance and associated records.

· Monitor stock levels and coordinate purchasing and procurement in accordance with approved budgets and company procedures.

· Maintain accurate records relating to company vehicles, equipment, stock and associated expenditure.

General Responsibilities

· Maintain accurate, organised and up-to-date administrative records.

· Support the continuous improvement of office systems and procedures.

· Communicate effectively with colleagues, clients, suppliers and other relevant parties.

· Carry out other reasonable duties consistent with the role, skills and experience, as directed by the Director of Horticulture.

Qualifications, Skills and Experience

· Experience in a similar office management or administrative management role.

· Strong organisational and time-management skills, with the ability to prioritise competing tasks effectively.

· Excellent verbal and written communication skills, with the ability to communicate professionally with employees, clients, suppliers and management, including under pressure.

· Good IT skills, including proficiency in Microsoft Office applications such as Outlook, Word and Excel.

· Excellent attention to detail and a commitment to maintaining accurate records.

· The ability to work independently, use initiative and seek guidance when appropriate.

· A professional, reliable and approachable manner, with a commitment to confidentiality and integrity.

· Knowledge of plants and the horticultural industry would be advantageous but is not essential.

A competitive salary package will be offered to the right candidate. In addition to salary OMHS Contracts Limited offers 28 days’ paid holiday and a pension plan. To apply please email your CV and cover letter to horticulture@oakleighmanor.co.uk

For an informal chat give the office a call on 01227 750016

Pay: From £15.00 per hour

Expected hours: 37.5 – 40.0 per week

Benefits:

• Casual dress
• Company pension
• Free parking
• On-site parking

Experience:

• Administrative: 3 years (required)
• Management: 1 year (preferred)

Licence/Certification:

• Driving Licence (required)

Work Location: In person