Office Manager/Administrator
- Location: Folly Gate, Okehampton, Devon EX20 3AD
- Hours: Monday to Friday, 9:00am – 5:00pm
- Job Type: Full-Time, Permanent
- Office Based
About the Role
We are seeking a highly organised and detail-oriented Office Manager / Administrator to join our busy transport and logistics team. This is a varied role requiring excellent administrative skills, strong attention to detail, and the ability to manage multiple priorities in a fast-paced environment.
The successful candidate will play a key role in supporting transport operations, payroll processing, invoicing, customer communications, compliance administration, driver scheduling, and maintaining accurate records across the business.
Key Responsibilities:
- Manage and organise company email accounts daily.
- Monitor and respond to customer, factory, and operational enquiries.
- Check voicemail messages and missed calls.
- Maintain accurate electronic and paper filing systems.
- Manage shared company folders and documentation.
Accounts & Invoicing
- Process and monitor invoices through QuickBooks.
- Match customer payments to invoices.
- Update invoice records and maintain payment logs.
- Ensure all customer invoicing information is accurate and complete.
- Manage purchase order requirements for customers, including Park Holidays and other key accounts.
Payroll Administration
- Calculate weekly wages from employee timesheets.
- Input payroll information into Payroll Manager.
- Process holiday pay, SSP, expenses, parking reimbursements, night-out allowances, and other additions.
- Prepare and generate payslips.
- Process pension submissions through NEST.
- Upload and verify payroll payments via online banking systems.
- Submit RTI information and maintain payroll records.
- Monitor statutory deductions including student loans and child maintenance.
Driver & Working Time Compliance
- Collect, organise, and process weekly timesheets.
- Maintain Working Time Directive (WTD) records.
- Update break and POA (Period of Availability) records.
- Calculate working hours and ensure compliance with company procedures.
- Maintain accurate driver commission records.
Transport Planning & Scheduling
- Support the preparation and maintenance of weekly transport schedules.
- Update customer, collection, and delivery information.
- Coordinate bookings with manufacturers, holiday parks, and customers.
- Confirm transport dates and maintain schedule status updates.
- Produce schedules for drivers, customers, and management.
- Ensure all operational information is accurate before issue.
Customer & Supplier Liaison
- Contact factories regarding caravan availability and collections.
- Coordinate transport bookings with collection and delivery locations.
- Build and maintain professional relationships with customers, suppliers, and holiday parks.
- Distribute schedules and operational updates to key customers.
Compliance & Documentation
- Manage police permission documentation and transport permits.
- File, organise, and distribute compliance documents to drivers and escorts.
- Verify caravan serial numbers, dimensions, collection details, and delivery information.
- Create and maintain driver folders and operational paperwork.
- Prepare siting documentation and supporting records.
Operational Support
- Prepare driver packs, schedules, permissions, timesheets, and supporting documents.
- Assist transport managers with operational planning.
- Support the wider team with administrative and logistical tasks.
- Ensure backup procedures are completed and company records are maintained.
Skills & Experience Required
- Previous administration experience essential.
- Experience within transport, logistics, payroll, or operations administration preferred.
- Strong Microsoft Office skills, particularly Excel.
- Experience using accounting software such as QuickBooks.
- Excellent organisational and time-management skills.
- High level of accuracy and attention to detail.
- Ability to manage confidential information appropriately.
- Strong communication and customer service skills.
- Ability to work independently and prioritise workload effectively.
Personal Qualities
- Reliable and dependable.
- Proactive and able to use initiative.
- Professional and confident communicator.
- Comfortable working in a fast-paced environment.
- Strong problem-solving skills.
- Able to work under pressure and meet deadlines.
What We Offer
- Stable, long-term position within a growing business.
- Varied and engaging workload.
- Supportive team environment.
- Opportunities to develop knowledge within transport and logistics operations.
- Competitive salary based on experience.
To apply, please submit your CV and a covering letter outlining your relevant experience.
Job Types: Permanent, Full-time
Pay: £13.00-£15.00 per hour
Benefits:
- Company pension
- Free parking
- On-site parking
Ability to commute/relocate:
- Okehampton EX20 3AD: reliably commute or plan to relocate before starting work (required)
Work Location: In person
