- Type: Employed
- Reporting To: Director
- Salary: Up to £35,000 per annum
- Location: SG8 7PN
- Holiday: 20 days holiday plus 8 days bank holidays
- Pension: Company pension with NEST
- Hours: 07:30am – 4:00pm (30 minutes paid lunch) OR 07:30am – 4:30pm (1 hour paid lunch)
- Probation period: 6 months
- Sick pay: Statutory Sick Pay (SSP) will apply where applicable
- Notice Period: Following successful completion of probation – 1 Months’ Notice
Purpose of the Role
Shelford Tree Service Ltd is a small family run business where we put the welfare of our team and customer satisfaction at the forefront of what we do.
The Office Manager is responsible for providing professional administrative and customer service support to ensure the efficient day-to-day operation of the business.
This is an exciting new role within the business and requires someone who has experience working in a busy office environment. The ideal candidate will work closely with the Director and Operations Manager to ensure a smooth running of the business. This role combines excellent organisational skills, communication, customer service and attention to detail to support operational teams, clients and management.
The Office Manager plays a key role in ensuring work is planned, documented and completed efficiently whilst supporting compliance, financial administration and business operations.
Customer Service & Communication
· Act as the first point of contact for incoming telephone calls, emails and customer enquiries.
· Provide a professional, courteous and efficient service to clients, suppliers and members of the public.
· Respond to enquiries promptly or direct them to the appropriate person.
· Maintain positive working relationships with clients and stakeholders.
· Represent the Company professionally at all times.
Administration & Office Management
· Maintain accurate electronic and paper filing systems.
· Process incoming and outgoing correspondence.
· Manage incoming post and distribute appropriately.
· Scan, file and archive documents.
· Order office stationery and supplies.
· Maintain office records and documentation.
· Support the smooth day-to-day operation of the office.
· Chase outstanding documentation from the site teams
Scheduling & Operational Support
· Schedule quotations, surveys and site work within the Company diary software (Jobber).
· Book work with clients and communicate appointment details.
· Prepare work packs including Site Specific Risk Assessments and supporting documentation.
· Check Tree Preservation Orders (TPOs), Conservation Area requirements and planning constraints where required.
· Identify nearby welfare facilities and emergency services for operational teams.
· Assist with operational planning and resource allocation.
Financial Administration
· Raise quotations and issue them to clients.
· Chase outstanding quotations.
· Raise invoices and issue them promptly.
· Process customer payments and allocate receipts.
· Chase overdue invoices in accordance with Company procedures.
· Prepare payment runs for approval.
· Process payroll information and subcontractor payments where authorised.
· Prepare financial records and documentation for the Company's accountant.
· Complete financial administration using Company systems.
Compliance & Business Support
· Support the preparation of Pre-Qualification Questionnaires (PQQs), tender submissions and accreditation applications.
· Assist with maintaining Company policies, procedures and controlled documents.
· Support audit preparation for accreditation schemes including Arb Approved Contractor, Constructionline, CHAS and SafeContractor.
· Prepare toolbox talks and administrative health and safety documentation where required.
· Support document version control.
Human Resources Administration
· Maintain employee and subcontractor records.
· Manage personnel files.
· Coordinate new starter onboarding documentation.
· Maintain the training matrix.
· Book training courses and monitor refresher requirements.
· Maintain holiday records and other personnel administration.
· Support the annual appraisal process through administration and record keeping.
Fleet & Asset Administration
· Arrange vehicle servicing, MOTs and inspections.
· Manage fuel cards.
· Tax Company vehicles.
· Maintain fleet administration records.
· Support equipment and asset record management where required.
Continuous Improvement
· Attend mandatory training, toolbox talks and Company briefings.
· Actively participate in the Company's annual appraisal process.
· Complete mandatory refresher training where required.
· Maintain competence through Continuing Professional Development (CPD).
· Identify opportunities to improve administrative processes and efficiency.
· Take responsibility for maintaining the knowledge, skills and behaviours required to perform the role effectively.
Standards & Compliance
· Work in accordance with all Company policies and procedures.
· Maintain confidentiality and protect Company information.
· Comply with all relevant legislation including data protection requirements.
· Complete administrative tasks accurately and within required timescales.
· Maintain high standards of professionalism, organisation and attention to detail.
Authority
The Office Manager has the authority to:
· Escalate customer concerns to management.
· Request clarification where instructions are unclear.
· Report compliance concerns immediately.
· Suggest improvements to administrative systems and processes.
· Stop administrative processes where errors or compliance concerns could adversely affect the business.
· Review current processes and make improvements where required
Performance Measures
Performance will typically be assessed against:
· Customer service standards.
· Accuracy of administration.
· Timeliness of work completion.
· Quality of record keeping.
· Compliance with Company procedures.
· Communication and teamwork.
· Organisation and prioritisation.
· Contribution to continuous improvement.
Behaviours & Expectations
The Office Manager is expected to:
· Demonstrate integrity, honesty and professionalism.
· Maintain a positive, flexible and proactive attitude.
· Communicate clearly and respectfully.
· Build positive working relationships with colleagues, clients and suppliers.
· Remain calm under pressure and effectively manage competing priorities.
· Demonstrate excellent organisational and time management skills.
· Take pride in producing accurate, high-quality work.
· Maintain confidentiality at all times.
· Promote continuous improvement.
· Represent the Company professionally.
Essential Requirements
· Excellent administrative and organisational skills.
· At least 2 years’ experience in Office Management or senior Office Manager role
· Strong verbal and written communication skills.
· Good IT skills, including Microsoft Office and Company software systems.
· Excellent attention to detail.
· Ability to prioritise workload effectively.
· Ability to work independently and as part of a team.
· Professional and courteous manner.
Desirable Requirements
· Experience within the arboricultural, construction or utilities sector.
· Knowledge of Tree Preservation Orders and planning processes.
· Experience preparing PQQs or tender documentation.
· Payroll or accounts administration experience.
· Experience supporting accreditation schemes.
· Full UK Driving Licence.
Physical Requirements
This role requires the employee to:
· Work primarily within an office environment.
· Use computers and display screen equipment for prolonged periods.
· Occasionally lift and move office equipment or documentation using safe manual handling techniques.
· Be comfortable with working alone in a remote location.
· Happy to work in a trade environment
Additional DutiesThis Job Description outlines the principal duties of the role but is not intended to be an exhaustive list. The post holder may be required to undertake other reasonable duties commensurate with the level of the role to meet the needs of the business.
Pay: £28,000.00-£35,000.00 per year
Benefits:
- Casual dress
- Company events
- Company pension
- Free parking
- On-site parking
Application question(s):
- Do you have at least 2 years' experience in Office Management or as a Senior Administrator?
Work Location: In person
