Office Manager - #2187456

About the role

The Office Manager is responsible for the efficient day-to-day running of the Graysons office, ensuring administrative processes, facilities management, people administration and operational support activities are delivered effectively. The role will act as a central point of coordination across departments, supporting managers and employees while maintaining robust systems, records and reporting.

The Office Manager will provide leadership to administrative staff, oversee office procedures and ensure the business operates smoothly, professionally and in line with company standards.

Key Responsibilities

Office & Administration Management

• Manage the day-to-day operation of the office and administrative functions.
• Develop, implement and maintain office procedures and processes to improve efficiency.
• Ensure company records, documentation and filing systems are accurate and up to date.
• Coordinate office facilities, equipment maintenance and supplier relationships.
• Manage office consumables and stationery budgets.
• Organise meetings, prepare agendas and record actions where required.
• Coordinate travel and accommodation bookings for employees.

Operational Support

• Produce management information, tracker reports and departmental KPI reports.
• Maintain operational logs, records and databases to support business activities.
• Create and maintain administrative trackers, reporting tools and process documentation.
• Monitor data quality and ensure records are accurate and maintained in line with company requirements.
• Support the implementation of continuous improvement initiatives across the business.

People Management & Support

• Provide day-to-day supervision and support to administrative staff.
• Assist with recruitment administration, onboarding and employee records.
• Coordinate holiday planning and absence tracking.
• Support employee appraisal processes and training administration.
• Assist management with HR processes, including meeting arrangements, note-taking, performance management documentation and maintaining associated records.
• Help develop and maintain job descriptions and role profiles where required.

Compliance & Business Support

• Ensure administrative activities comply with company policies and procedures.
• Maintain compliance documentation, including risk assessments, training records and ISO-related documentation where applicable.
• Support health and safety administration within the office environment.
• Liaise with suppliers and contractors, ensuring appropriate documentation and records are maintained.
• Coordinate actions arising from management meetings and follow up on agreed activities.

Financial & Commercial Administration

• Raise purchase orders and support invoice processing activities.
• Assist with budget tracking and cost control reporting.
• Support the resolution of supplier and customer invoice queries.
• Maintain accurate administrative records to support financial reporting and decision-making.
• Support managers with the preparation of reports, forecasts and business information.

Person Specification

Essential

• Previous experience in an Office Manager, Administration Manager or similar role.
• Strong organisational and planning skills.
• Excellent communication and interpersonal abilities.
• Experience producing reports, trackers and management information.
• Good understanding of HR administration processes.
• Strong IT skills, including Microsoft Office (Excel, Word, Outlook and Teams).
• Ability to prioritise workloads and manage multiple tasks effectively.
• High attention to detail and accuracy.

Desirable

• Experience supporting operational or service-based businesses.
• Knowledge of health and safety and compliance administration.
• Experience managing small teams.
• Understanding of KPI reporting and continuous improvement activities.

Key Behaviours

• Professional and approachable.
• Organised and proactive.
• Customer and employee focused.
• Reliable and accountable.
• Collaborative and supportive.
• Committed to continuous improvement.

This role plays a key part in ensuring Graysons operates efficiently by providing high-quality administrative, operational and people support across the business.