Office Manager

Job Title: Office Manager

Reporting To: Senior Management / Board of Directors

Overview

The Office Manager is responsible for the smooth, efficient, and secure running of the company s buildings and day-to-day office operations.

This role oversees facilities management, administration, supplier coordination, health & safety compliance, and general staff support. The successful candidate will ensure the workplace is safe, well-maintained, and fully equipped to support business operations.

Key Responsibilities & DutiesBuilding & Facilities Management

• Oversee alarm, fire, and security systems, ensuring compliance, regular testing, and supplier coordination
• Manage CCTV systems, including maintenance, access control, and incident support
• Control keys and fobs, including issuance, tracking, and security procedures
• Coordinate office maintenance tasks and contractor visits (electricians, utilities, repairs, etc.)
• Manage electrical contracts, ensuring inspections and compliance requirements are met
• Ensure pest control services are carried out regularly and issues are resolved promptly
• Maintain the boardroom and common areas to a high standard
• Oversee housekeeping standards across all office areas
• Manage fleet breakdown cover processes

Office Operations & Administration

• Act as the main point of contact for general office queries and internal support
• Manage all post duties, including receiving, sorting, and distributing mail
• Oversee office supplies (stationery, consumables, and equipment)
• Manage printer/copier maintenance, supplies, and service calls
• Ensure reliable internet services, liaising with providers for issues or upgrades
• Manage IT support contracts and ensure timely service delivery
• Oversee company telephone systems (landlines, handsets, VoIP)

Training & Accreditation Support

• Maintain and update company accreditations, ensuring documentation is current and compliant
• Monitor training matrices for Delta Obstruction Lighting, ensuring qualifications are valid and renewed on time
• Liaise with training providers and organise training sessions
• Maintain accurate records of all certifications

Delta Obstruction Lighting Support

• Support transition from enquiry/estimating to operations by reviewing quotes and purchase orders
• Set up job folders and prepare RAMS job packs for the Operations Manager
• Attend operational meetings as required
• Liaise with Directors regarding interim and final invoicing

Staff & HR Administration Support

• Manage holiday records for all staff, ensuring accuracy and up-to-date tracking
• Provide HR administrative support (onboarding, file management, compliance)
• Conduct company inductions for new employees

Cleaners & Contractor Coordination

• Oversee cleaners and cleaning schedules to maintain hygiene standards
• Manage external suppliers and contractors, ensuring service delivery meets expectations

Working Alongside the Stores Manager

This role works closely with the Stores Manager to support the operational running of the yard, workshop, equipment, and group vehicles.

Key areas include:

Yard organisation, safety checks, and maintenance coordination

Forklift servicing records, LOLER certification, and training compliance

Monitoring stores heating and gas bottle supplies

Supporting housekeeping standards across yard and workshop

Coordinating maintenance jobs and contractor works

Managing roller shutter door servicing and repairs

Overseeing skip hire, waste management, and cost tracking

Vehicles & Fleet Support

Assist with sourcing and purchasing vehicles

Manage fleet breakdown processes and driver support

Maintain fuel card records (ordering, cancellations, tracking)

Monitor and log monthly mileage submissions

Track MOTs, arrange bookings, and follow up on advisories

Ensure RAMS documentation is up to date for vehicle-related activities

Report and manage vehicle incidents, liaising with insurers

Schedule and track vehicle servicing to minimise downtime

Maintain the vehicle insurance database, including driver allocations

Other Details

Position: Permanent, Full-Time (5 days per week)

Working Hours: Monday to Friday, 8:00am 5:00pm

Location: Rochdale (Office-Based)

Salary: £30,000 per annum