Office Manager

ACTIVATE GROUP LIMITED; Mildenhall; On-site; GBP 26,000 - 36,000; Full time

Benefits offered by this job

33 days holiday

Health cash plan

Life assurance (3x salary)

Free breakfasts and fruit

Birthday surprises

Job summary

Activate Group Limited is looking for an Office Manager to join the Activate Accident Repair team in Mildenhall. You will oversee administration, reception, and customer service to ensure the smooth daily operation of the site.

This permanent, full-time position involves coordinating logistics for the fleet of courtesy cars, liaising with the workshop on repair timings, handling payments and invoicing, and upholding health and safety standards while supporting colleagues across departments.

Qualifications

• Experience in office administration and reception.
• Ability to coordinate logistics for vehicle collection/delivery.
• Excellent communication across phone, email and in person.
• Knowledge of health and safety regulations.
• Proactive and organised with strong time management.

Responsibilities

• Manage reception and provide a welcoming experience.
• Deliver exceptional customer service.
• Coordinate logistics for a fleet of courtesy cars.
• Liaise with workshop to schedule repairs and relay customer deadlines.
• Regularly update customers on repair progress.
• Process payments and issue invoices.
• Act as escalation point for Customer Service Advisors.
• Attend daily production meetings with delivery/collection updates.
• Support invoicing and handle complaints per policy.

Skills

Attention to detail

Communication skills

Customer service

Computer literacy

Time management

Organisational skills

Confidential information handling

Job description

Job title: Office Manager

Department: Activate Accident Repair

Location: Plot 41, Hampstead Avenue, Mildenhall, Suffolk, IP28 7AS

Hours: 45 per week Monday - Friday

Contract Type: Permanent / Full-time

About the role

We’re looking for an Office Manager to join our team, and play a key role in overseeing the administration duties within the Bodyshop to ensure the smooth running of the site.

Activate Group is a growing UK business approaching 1,000+ team members nationwide. This is an exciting opportunity to build a long-term career with a company that values its people and offers genuine development and progression opportunities.

Key responsibilities

• Responsible for the reception area, including greeting customers and providing a positive and welcoming experience.
• Deliver exceptional customer service.
• Co-ordinate and manage the logistics of a collection/delivery service based on a large fleet of courtesy cars.
• Liaise with the workshop to determine vehicle completion times and delays, relaying any special instructions from the customer with regards to deadlines.
• Regularly update the customer with progress on their repair.
• Carry out visual inspections of courtesy or customer vehicles to identify any accidental damage caused to avoid uninsured loss damage costs.
• Process payments and issue invoices.
• Act as an escalation point for Customer Service Advisors.
• Take part in daily production meetings, providing updates on the delivery/collection status of vehicles.
• Responsibility for invoicing.
• Supporting with handling complaints in line with Company policy.
• Adhere to all company policies, procedures, and service level agreements.
• Knowledge and compliance with Health and Safety regulations.

Skills and experience

• Strong attention to detail.
• Ability to deal professionally with the issues that arise.
• Excellent communication skills in all areas, including by telephone, email and in face-to-face situations.
• Computer literate.
• Ability to understand, implement and review complex processes.
• Proactive.
• Ability to organise time and resources.
• Good time management and prioritisation skills.
• Handling confidential information.

Benefits

We believe in rewarding our people for the great work they do. When you join Activate Group, you can expect:

• 33 days holiday (including bank holidays)
• Personal health cash plan – claim back the cost of things like dentist and optical check ups
• Enhanced maternity / paternity / adoption / shared parental pay
• Life assurance: three times basic salary
• Free breakfasts and fruit
• Birthday surprise for everybody!

What you can expect from us

At Activate Group, we want everyone to have the tools and support they need to do their best work. We’re an innovative business that continuously reviews and improves our systems, processes and ways of working, making sure they support our teams to do their jobs effectively.

Every role at Activate Group is aligned to our wider business vision and purpose – making someone’s bad day better. You’ll understand how your role contributes to the bigger picture and how your work helps deliver excellent outcomes for customer and partners.

We believe work should be enjoyable. We make time to celebrate success, recognise achievements and bring people together at team events and company-wide celebrations. We’ll also support your ongoing development through regular feedback and career planning.

Whether you’re based in one of our contact centres in Halifax, Peterborough or Huddersfield, working at an Activate Accident Repair (AAR) site, or working from home, you’ll be part of a supportive culture where people are encouraged to succeed.

A bit about us

Activate Group is a fast-growing business approaching1,000 team members nationwide.

We work with some of the UK’s largest fleets and insurance companies, supporting drivers that have been involved in road incidents through our contact centres inHalifax, Peterborough and Huddersfield.

We manage every step of the repair journey - repairing vehicles at our ownActivate Accident Repair (AAR)body shops, as well as through a UK-wide network of trusted independent repair partners.

We also work with the UK’s largest vehicle manufacturers, supporting their approved repair programmes, and deliver innovative technology solutions to fleets, vehicle repair centres and dealerships.

Our purpose & values

Our purpose underpins everything we do: Make someone’s bad day better

• Make it happen – Be accountable. Take the initiative, work fast, and do a great job.
• Strive for better – Be bold. Challenge the norm - make small improvements often.
• Win together – Be a team player. Win together, learn together, and respect each other.