Office Manager

Northern Territory Developments Ltd; Old Baldragon; On-site; GBP 30,000 - 32,000; Part time

Job summary

Northern Territory Developments Ltd is seeking an organised Office Manager to run day-to-day administration for 2/3 days per week. Based in Scotland, you will support the Director and Project Lead with bookkeeping, administration, HR information and compliance tasks, using QuickBooks, Tradify and Microsoft 365.

You will be proactive, accurate and able to manage deadlines, payroll preparation, CIS/VAT reporting, project records and health & safety documentation, while maintaining confidential

Qualifications

• Experience in office management or business administration.
• Strong bookkeeping and invoicing capabilities with attention to detail.
• Familiarity with QuickBooks, Tradify and SharePoint experience a plus.
• Knowledge of CIS, VAT, payroll and HR administration is advantageous.

Responsibilities

• Manage day-to-day bookkeeping using QuickBooks and Tradify, including invoices and reconciliation.
• Prepare information for CIS, VAT, payroll and routine financial reporting.
• Maintain project files, drawings, specifications, quotations and handover docs.
• Monitor records and expenditure; provide management information to the Director.
• Maintain Tradify and SharePoint records, including site photos and key docs.
• Administer health & safety and compliance records, RAMS, COSHH, insurance and renewals.
• Maintain employee records: holidays, sickness, timesheets, onboarding, reviews.
• Support recruitment and apprenticeship administration.
• Manage calendars and reminders for renewals, inspections and deadlines.
• Document and improve recurring office procedures and checklists.
• Provide general administrative support to the Director and team.

Skills

Bookkeeping

MS Office

Organisational skills

Admin

HR support

Payroll support

Attention to detail

Tools

QuickBooks

Tradify

SharePoint

CIS/compliance tracking

Job description

Office Manager - 2/3 days per week. £30-32k FTE DOE

Northern Territory Developments Ltd

We are looking for an organised and proactive Office Manager to oversee the day-to-day administration and business support functions of Northern Territory Developments Ltd.

Working closely with the Director and Project Lead, you will help ensure our financial administration, project records, HR information and compliance systems remain accurate, organised and up to date.

Key Responsibilities

• Manage day-to-day bookkeeping administration using QuickBooks and Tradify, including supplier invoices, receipts, reconciliations, customer invoicing and credit control.
• Prepare information for CIS, VAT, payroll and regular financial reporting.
• Maintain accurate project files, drawings, specifications, quotations, variations, approvals, certificates and handover documentation.
• Monitor project records and expenditure and support the Director with regular management information.
• Maintain Tradify and SharePoint/Microsoft 365 records, including site photographs and key construction documentation.
• Administer company health & safety and compliance records, including RAMS, COSHH, training, CSCS records, insurance, fleet and equipment renewals.
• Maintain employee records including holidays, sickness, timesheets, training, onboarding, reviews and other confidential HR documentation.
• Support recruitment and apprenticeship administration.
• Maintain calendars and reminders for important renewals, inspections and compliance deadlines.
• Document and improve recurring office procedures, checklists and administrative processes.
• Provide general administrative support to the Director and wider team as required.

About You

You will ideally have experience in office management, business administration, bookkeeping or a similar multi-functional role.

You should be highly organised, accurate and comfortable taking ownership of recurring tasks and deadlines. Good bookkeeping, invoicing and Microsoft Office skills are important, alongside the ability to learn new systems and improve administrative processes.

Experience within construction or trades, or knowledge of QuickBooks, Tradify, SharePoint, CIS, payroll, HR or health & safety administration, would be advantageous but is not essential.

This role involves access to confidential financial, commercial, project and employee information, so a high level of discretion and professionalism is essential.