Office Manager

JOB OVERVIEW

The Office Manager, reporting to the Managing Director, working full time will oversee the efficient, running of the office while managing a broad range of administrative, fleet, finance‑support, and health & safety functions. This role ensures operational excellence across the organisation. The ideal candidate is highly organised, proactive, detail‑focused, and able to manage multiple responsibilities simultaneously. Competitive salary level, based on experience.

This is a fantastic opportunity to be part of this growing business.  BITS are going from strength to strength in the IT Services space and this person will be part of that journey.

Key Responsibilities 

      1. Fleet Management

• Book and coordinate van CVRTs.
• Manage fuel cards and maintain accurate usage records.
• Ensure all road tax payments are completed on time.
• Manage eToll registrations and resolve billing errors.
• Keep mileage, fuel logs, and driver information up to date.
• Oversee annual insurance renewals 

2. Office Management

• Facilities/Utilities Management
• Manage daily office supplies such as stationery and refreshments.
• Liaise with cleaners and the landlord regarding building or facility needs.
• Order, distribute, and manage staff workwear.
• Complete monthly Cash & Carry restocks.
• Coordinate food orders for quarterly company updates.
• Review utility contracts annually and secure the most competitive rates.

3. Office Administration

• Manage mobile phones, including replacements when required.
• Order stationery and office equipment.
• Book work‑related travel, including flights, accommodation, and transfers.
• Assist with updates to the Employee Handbook.
• Arrange work events, including internal meetings, refreshments, conference room bookings.
• Working alongside outsourced HR provider while maintaining and updating staff records in HR software, including annual leave allocations.

4. Health & Safety

• Work alongside outsourced H&S provider.
• Book all required Health & Safety training.
• Liaise with service providers for fire alarm testing and maintain all records.
• Organise office fire drills and ensure documentation is up to date.

5. Finance Support

• Assist outsourced bookkeepers to address finance queries.
• Issue approved client credit notes.
• Record monthly key supplier billing total to ensure totals are in line with what’s expected.
• Set up of monthly supplier payment run once figures are supplied by bookkeeper.
• Attend the Finance L10 meeting and complete assigned tasks.
• Own and manage the accounts@ mailbox, distributing items to the correct owners and ensuring timely follow‑up.

6. Skills & Experience Required

• Strong organisational and multitasking abilities.
• Excellent communication and interpersonal skills.
• Strong competency with Excel and QuickBooks.
• Competency with other systems such as BrightHR, Kaseya Autotask and DEXT. 
• Minimum 2 years experience in Office Management

7. About You:

• Ability to work independently and handle confidential information.
• A strong willingness and ability to learn.
• High attention to accuracy in finance‑related tasks.
• Problem‑solver with a proactive mindset.
• Ethical conduct: uphold high professional standards.
• Flexibility: adapt and respond to changing priorities and requirements.
• Initiative: show proactiveness in identifying and addressing financial and other challenges as they arise.
• Time management: manage time effectively to meet deadlines.
• Collaboration skills: work collaboratively with team members to achieve common goals.
• Excellent customer service skills, ability to put the customer at the heart of all decision making ensuring quality care is all a priority.
• Have a “can-do” attitude as the role will involve ad hoc projects as and when they arise