Office Manager

About the Company:

This is a well-established, independent Chartered Accountancy practice located in the heart of Glasgow's business district. With a team of experienced professionals, many of whom bring backgrounds from larger national and international practices, the firm is committed to helping clients achieve success and profitability.

Position Summary:

The Office Manager will report directly to the Partners and oversee the day-to-day office operations, ensuring efficient support and administration across departments. This role includes managing the support team, ensuring seamless office processes, liaising with external stakeholders, issuing fees to clients, and handling facilities management, with responsibilities extending to training, marketing, and client and staff events.

Key Responsibilities:

1. Manage a support team of three, including a secretary, an admin assistant, and an office assistant, ensuring smooth operations and high levels of service.
2. Assist partners with PA duties as required, providing additional administrative support during busy periods or for holiday cover.
3. Deliver secretarial assistance to the team, covering during peak times and absences.
4. Act as the primary liaison with external IT partners, overseeing IT processes and systems, holding regular IT meetings, and managing contracts for equipment.
5. Direct all office management functions, including health & safety compliance, promoting a paper-light initiative, and coordinating with suppliers and contractors for office maintenance.
6. Manage office expenditures, performing monthly reconciliations for credit card, pay-ins, and cheques.
7. Schedule staff training sessions and coordinate with external training providers to meet development needs.
8. Handle client communications and maintain the firm’s website for ongoing engagement and brand presence.
9. Plan and organise regular client boardroom lunches.
10. Arrange internal events such as staff outings, the annual Christmas party, and other team celebrations.
11. Address all additional administrative tasks as needed to ensure office efficiency.
12. Oversee the monthly and quarterly billing process, ensuring accurate and timely invoicing of fees to clients. This includes preparing, reviewing, and sending invoices, managing billing schedules, and coordinating with partners and client teams to address any billing inquiries or adjustments.

Skills and Specifications:

1. Exceptional organisational skills with a high degree of accuracy and attention to detail.
2. Excellent communication skills, both written and oral, for effective team and client interactions.
3. Strong IT skills, with experience in process improvement and vendor management.
4. Financial management experience and ability to handle reconciliations and budgeting.
5. Proven experience in office management, ideally from a professional services environment.