Operations Manager – Bookkeeping & Business Administration

About Us

We are a small to medium-sized, forward-thinking business specialising in the supply of premium engine oils and lubricants to the automotive and industrial sectors.

Through our partnerships with leading brands, including Fuchs, Atlantic Lubricants (as sole UK distributor) and Millers Oils, we offer an extensive portfolio of high-quality products to our growing customer base.

Our reputation is built on delivering exceptional products, outstanding customer service and developing strong, long-term relationships with our customers and suppliers.

As our business continues to grow, we are looking for a highly organised, proactive and hands-on Operations Manager with a strong bookkeeping and financial administration background.

This is a key position within the business, offering the opportunity to take responsibility for the day-to-day running of operations, oversee financial administration and ensure that all areas of the business operate efficiently and effectively.

We are looking for someone who takes pride in their work, pays exceptional attention to detail and has the confidence and ability to take ownership, manage people and keep everything running smoothly.

About the Role

We are seeking an exceptionally organised, commercially aware and hands-on Operations Manager to oversee and coordinate the daily activities of the business.

This is a varied and responsible role covering business administration, bookkeeping, financial management, customer and supplier accounts, delivery and logistics coordination, stock control and office staff management.

You will be responsible for ensuring that daily operations run efficiently, financial records are maintained accurately, payments and deadlines are managed effectively and staff understand their responsibilities.

You must be someone who naturally takes control, stays ahead of priorities and ensures that tasks are followed through to completion.

We need a confident organiser and problem-solver who can manage multiple responsibilities, identify potential issues before they arise and ensure that nothing is overlooked.

Ideally, you will have 3–5 years' experience in operations management or business administration, preferably within wholesale, distribution, retail or a similar supplier-based business, together with practical bookkeeping experience.

Key Responsibilities

1. Financial Management & Bookkeeping

• Manage customer invoicing, outstanding balances, payment allocations and customer accounts.
• Oversee accounts payable and accounts receivable.
• Process supplier invoices and arrange payments, ensuring all financial commitments are met on time.
• Manage operational payments, including rent, utilities, business expenses and general running costs.
• Monitor incoming and outgoing payments and maintain accurate financial records.
• Carry out bank, customer and supplier account reconciliations.
• Manage bookkeeping, financial administration and credit control.
• Monitor business expenditure and maintain accurate records of costs.
• Assist with financial reporting and liaise with external accountants when required.

1. Customer & Supplier Management

• Oversee customer orders, enquiries and day-to-day account administration.
• Maintain professional and effective relationships with customers and suppliers.
• Process supplier purchase orders and monitor order progress.
• Follow up on outstanding orders, invoices and payments.
• Resolve customer and supplier queries, including pricing, invoicing and payment discrepancies.
• Ensure customer and supplier records are accurate and up to date.

1. Delivery & Logistics Coordination

• Organise daily delivery schedules and allocate orders to delivery drivers.
• Plan and coordinate delivery routes to ensure efficient use of drivers and vehicles.
• Coordinate warehouse preparation, picking and dispatch to ensure orders are ready for delivery.
• Monitor deliveries and ensure customers receive their orders on time.
• Deal with delivery issues and resolve operational problems promptly.
• Maintain communication between the office, warehouse and drivers.

1. Staff & Operational Management

• Manage and oversee the office team (approximately 2–4 people), ensuring responsibilities are clearly allocated and deadlines are met.
• Monitor daily workloads, staff performance and overall productivity.
• Work closely with management to oversee warehouse and delivery operations.
• Ensure staff understand their roles, responsibilities and expected standards.
• Promote accountability, effective communication and teamwork.
• Address operational issues and ensure tasks are completed properly and on time.

1. General Business Operations

• Take responsibility for the smooth day-to-day running of the business.
• Monitor stock levels, purchasing, inventory and supplier deliveries.
• Oversee general business administration and maintain accurate records and systems.
• Ensure operational processes are organised, efficient and consistently followed.
• Identify inefficiencies and implement improvements to working practices.
• Anticipate potential problems and take ownership of resolving them.
• Keep management informed of important operational matters and any issues requiring attention.

Skills & Experience

The successful candidate will ideally have:

• 3–5 years' experience in operations management, business administration or a similar management role.
• Previous experience within wholesale, distribution, retail or a supplier-based business.
• Strong practical bookkeeping and financial administration experience.
• Good knowledge of accounts payable, accounts receivable and credit control.
• Experience managing customer and supplier accounts.
• Confidence handling invoices, payments, reconciliations and financial records.
• Experience coordinating deliveries, logistics, stock and inventory.
• Previous experience supervising or managing staff.
• Excellent numerical, organisational and administrative skills.
• Strong working knowledge of Microsoft Excel and accounting/business management software.
• Excellent communication and problem-solving abilities.

The Person We Are Looking For

Above all, we are looking for someone who is naturally organised, takes initiative and enjoys having responsibility.

You will be:

• Exceptionally organised, methodical and detail-oriented.
• Proactive, forward-thinking and always one step ahead.
• Strong in planning, coordination and prioritising workloads.
• Confident managing staff and ensuring accountability.
• Commercially aware and comfortable taking responsibility for financial matters.
• Able to manage multiple priorities without losing sight of important details.
• Decisive, practical and confident in resolving problems.
• Reliable, approachable and able to work independently.
• Someone who takes ownership, follows things through and ensures nothing gets overlooked.

Attention to detail, organisation and accountability are essential.

We are looking for someone who likes everything in order, understands what is happening across the business and takes pride in ensuring that everything is completed accurately, efficiently and on time.

This is not simply an office administration position. It requires someone who is comfortable taking control, making decisions, managing people and overseeing the wider operation of the business.

What We Offer

• A varied and responsible management position within a growing business.
• The opportunity to take ownership of key business operations and financial administration.
• A supportive working environment with the opportunity to work closely with senior management.
• The ability to make a genuine difference to the efficiency, organisation and continued growth of the business.
• An opportunity to develop with the business as it continues to expand.

If you are an exceptionally organised, reliable and hands-on individual with strong bookkeeping, financial administration and operational management experience, we would be delighted to hear from you.

We are looking for someone who can take ownership of this role, bring structure and organisation to the business and become an important part of our continued growth.

Pay: From £45,000.00 per year

Benefits:

• Free parking
• On-site parking

Work Location: In person