Office Manager

This is a long-established, independent Chartered Accountancy practice based in the heart of Glasgow's business district. With a team of experienced professionals—many of whom have backgrounds in larger national and international firms—the company is dedicated to helping clients achieve success and profitability.

Position Summary

The Office Manager will report directly to the Partners and oversee day-to-day office operations, ensuring effective support and administration across departments. Responsibilities include managing the support team, maintaining smooth office processes, liaising with external stakeholders, issuing client fees, and overseeing facilities management. The role also encompasses training, marketing, and organising client and staff events.

Key Responsibilities

1. Team Management: Supervise a support team of three (a secretary, admin assistant, and office assistant), ensuring efficient operations and excellent service.
2. PA and Administrative Support: Assist the Partners with PA duties when needed and provide additional support during busy periods or holiday cover.
3. Secretarial Duties: Offer secretarial assistance to the wider team, covering during peak times and absences.
4. IT Oversight: Serve as the main point of contact for external IT partners, manage IT systems and contracts, and conduct regular IT reviews.
5. Office Management:
   • Oversee health and safety compliance.
   • Promote paper-light initiatives.
   • Coordinate with suppliers and contractors for office maintenance.
6. Financial Management: Manage office expenses, including monthly credit card, pay-in, and cheque reconciliations.
7. Training Coordination: Arrange staff training sessions and liaise with external providers to meet development needs.
8. Client Communications: Manage client interactions and update the firm’s website to enhance engagement and brand presence.
9. Event Planning:
   • Organise client boardroom lunches.
   • Arrange internal events, such as staff outings and the annual Christmas party.
10. Billing Oversight:
    • Manage the monthly and quarterly billing process.
    • Prepare, review, and issue client invoices.
    • Collaborate with Partners and client teams to resolve billing queries or adjustments.
11. General Administration: Handle additional tasks as required to ensure smooth office operations.

Skills and Specifications

• Exceptional organisational skills with strong attention to detail.
• Excellent written and verbal communication skills for effective team and client interactions.
• Strong IT skills, including experience in process improvement and vendor management.
• Financial management expertise, including reconciliations and budgeting.
• Proven office management experience, ideally within a professional services environment.