Office Manager- Southwold, Suffolk -REF 1346

Position Filled
Posted on
May 25, 2023
Near Southwold, Suffolk
Job Type
Permanent / Full-time / Live out
Office / Professional & Other / Office

Experienced Office Manager required to ensure the smooth running of the complete administrative functions of the company. 

The office is within a private household located on the stunning East Suffolk Coast.


Summary of role

  • Managing a small office
  • Supporting the Principals in their professional endeavours
  • Create complex international itineraries: liaise and book travel logistics
  • Assist with bookkeeping using Xero
  • Build positive relationships with clients’ companies senior management, PA’s and service providers
  • Have excellent Microsoft Office and general IT skills with high attention to detail

International travel:

  • Organising regular international trips for the director and his clients; booking cars, flights and hotel logistics, arranging foreign visas and any relevant insurance
  • Liaise with all Middle Eastern hotel personnel to ensure requirements are understood
  • Liaise with clients’ secretaries in relation to all travel logistics and agree confirmation of same
  • Create initial and incorporate amendments to each trip’s programme (itinerary) with its myriad of detail
  • Ensuring both Outlook Calendar and Outlook Contacts contain the correct details for each trip (checking both before the Director travels, and adding any updates after he returns)
  • Reclaiming travel expenses from the client
  • Updating briefing notes after each trip
  • UK travel:
  • Organise airport transfers in the UK for all trips, corporate or personal
  • Book train tickets for UK travel (Trainline)
  • Company administration:
  • Proactively escalate any identified significant problems to the director, offering solutions
  • Create, record, issue and monitor payment of investment-related invoices to clients (retainers or fees)
  • Compose and format Word documents to an accurate and high standard
  • Maintain electronic filing systems for efficient retrieval
  • Liaise with IT and phone consultants to ensure all communication requirements are met; in conjunction with them, maintain and monitor all IT equipment
  • Supporting two older users of IT who require regular help with basic tasks and troubleshooting across a range of devices
  • Invoices payable: creating BACS payments (recording accurately for bookkeeping)
  • Assist in bookkeeping by using Xero, working with the company’s external accountants
  • Respond to the company’s accountants with their queries for Audit and FCA purposes
  • Respond to the company’s Secretary for all AGM and Companies House matters
  • Liaise with the company’s payroll providers for all payroll and pension issues
  • Ensure the telephones are answered efficiently and any messages relayed promptly
  • Maintain adequate supplies of office stationery
  • Create documents (both electronic and printed, including binding where necessary). Liaise with a local printer for all professional printing requirements (e.g. family Christmas card)
  • Opening, scanning and actioning the post; posting items
  • WCL Christmas card: Creating digital image for email
  • Family Christmas card: mailmerge address labels, prep for signing, post once signed
  • Filing for the director’s personal affairs
  • Arranging personal and family travel: booking tickets, creating itineraries
  • Managing the Vodafone relationship
  • Managing the Bupa relationship: getting authorisation numbers for treatment for various members of the family

40 hours per week – Monday to Friday with the option to work from home on a Friday

Good salary and bonus offered to the successful person who can provide excellent fully checkable references

ANNUAL LEAVE     25 working days

Car Driver and Non Smoker

Tel Jackie 07979 501997