Office Manager

Maltron International Ltd; Rayleigh; On-site; GBP 35,000 - 45,000; Full time

Job summary

A leading medical technology company in Rayleigh is seeking an experienced Office Manager to oversee daily operations, manage financial records, and handle stock management. The ideal candidate should have strong organizational skills and experience in office administration within a medical or tech environment. This role is crucial for ensuring efficient office operations and regulatory compliance.

Qualifications

• Proven experience as an Office Manager, Administrative Assistant, or similar role.
• Experience in stock management, preferably in a medical or technology-related field.
• Strong financial skills, including experience using Access Database for invoicing and financial record-keeping.

Responsibilities

• Manage day-to-day office operations and provide administrative support.
• Oversee financial record-keeping and invoicing.
• Handle stock and inventory management for medical device components.

Skills

Organizational skills

Financial skills

Communication skills

Time-management skills

Education

Bachelor’s degree in Business Administration

Tools

Access Database

Microsoft Office Suite

Job description

Job Overview

Maltron International is a leading innovator in the development and manufacturer of advanced impedance-based body composition and fluid assessment medical devices. Our cutting-edge technology empowers healthcare professionals and individuals to make informed decisions about health and wellness. We are seeking a highly organized and proactive Office Manager to join our team and ensure the smooth operation of our office.

Job Summary:

The Office Manager will play a pivotal role in managing the day-to-day operations of the office, providing administrative support, and overseeing key financial and stock management tasks. This role requires a highly organized, detail-oriented individual with financial acumen, excellent communication skills, and the ability to multitask in a fast-paced environment. The ideal candidate will have experience in finance, stock management, and office administration, preferably within a medical or technology-related field.

Key Responsibilities

• Office Operations and Supplies Management:
  • Oversee the general functioning of the office, ensuring a clean, organized, and professional environment.
  • Manage office supplies, equipment, and maintenance, including liaising with suppliers and service providers.
  • Act as the first point of contact for visitors, phone calls, and emails, ensuring a professional and welcoming atmosphere.
  • Maintain and organize physical and digital filing systems, ensuring easy access to important documents.
  • Manage incoming and outgoing mail, including courier services, and distribute correspondence to the appropriate team members.
  • Support the team with administrative tasks, including scheduling meetings, arranging travel, and preparing documents.
  • Monitor and replenish office supplies to ensure the team has what they need to work efficiently.
  • Maintain an inventory of office assets, including furniture, equipment, and technology, and ensure they are properly maintained and accounted for.

• Administrative Support:
  • Provide administrative support to senior management and other team members as needed.
  • Schedule and coordinate meetings, appointments, and travel arrangements.
  • Maintain and update company records, databases, and filing systems.
  • Use Access Database to raise and produce proforma invoices and final invoices for customers.
  • Ensure all invoices are accurate, properly documented, and sent out in a timely manner.
  • Track invoice payments and follow up on overdue accounts.
  • Process supplier invoices, verify against purchase orders, and ensure timely payments.
  • Raise and issue proforma and final invoices, track payments.
  • Process employee expense claims, verify receipts, and ensure timely reimbursements.
  • Organize financial records and support external auditors during audits.
  • Use Access Database or accounting software to manage financial records.

• Stock and Inventory Management:
  • Order medical device components and supplies from approved suppliers, ensuring timely delivery and cost-effectiveness.
  • Negotiate with suppliers to secure the best prices and terms.
  • Stock Control:
  • Conduct regular stock checks to maintain accurate inventory levels and investigate any discrepancies.
  • Update stock records in the company’s inventory management system.
  • Monitor stock levels to ensure critical components are always available, avoiding overstocking or shortages.
  • Analyse historical usage data to forecast future stock requirements and ensure adequate supply levels.
  • Collaborate with the production and R&D teams to anticipate component needs for upcoming projects or product launches.
  • Organize and store components in a logical and accessible manner, ensuring compliance with safety and quality standards.
  • Label all stock items clearly and maintain a tidy storage area to facilitate easy retrieval.
  • Maintain a buffer stock of critical components to mitigate risks from supply chain disruptions.
  • Develop contingency plans for sourcing alternative suppliers in case of emergencies.
  • Reorder Point Management:
  • Establish and monitor reorder points for critical components to prevent stockouts.
  • Place orders in a timely manner to maintain optimal stock levels without overstocking.
  • Quality Assurance:
  • Ensure all received components meet quality standards and are properly documented.
  • Report any discrepancies or issues with orders to the relevant team members.
  • Build and maintain strong relationships with suppliers to ensure reliable delivery and competitive pricing.
  • Evaluate supplier performance regularly and address any issues related to quality, delivery times, or pricing.
  • Source new suppliers when necessary to diversify the supply chain and reduce risks.

• Inventory Tracking System:
  • Maintain an up-to-date and accurate inventory tracking system (e.g., using software like Access Database, Excel, or specialized inventory management tools).
  • Regularly audit the system to ensure data accuracy and resolve any discrepancies.

• Regulatory Compliance:
  • Ensure all inventory management practices comply with industry regulations and standards, particularly for medical device components.
  • Maintain proper documentation for audits and regulatory inspections.

• Stock Receiving and Inspection:
  • Receive and inspect incoming shipments to ensure they match purchase orders and meet quality standards.
  • Document any discrepancies or damages and communicate with suppliers to resolve issues promptly.

• Cost Control:
  • Identify opportunities to reduce costs without compromising quality or availability.
  • Monitor inventory-related costs, including storage, shipping, and handling fees.

• Human Resources Support:
  • Assist with onboarding new employees, including setting up workstations and coordinating orientation schedules.
  • Maintain employee records and support HR initiatives as needed.

• Event Coordination:
  • Coordinate logistics for conferences, trade shows, and client visits.

• Health and Safety Compliance:
  • Ensure the office complies with health and safety regulations.
  • Act as the primary point of contact for any office-related emergencies.

Qualifications

• Bachelor’s degree in Business Administration, Management, or a related field (preferred).
• Proven experience as an Office Manager, Administrative Assistant, or similar role.
• Strong organisational and time-management skills.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and office management software.
• Strong financial skills, including experience using Access Database for invoicing and financial record-keeping.
• Experience in stock management, preferably in a medical or technology-related field.
• Excellent written and verbal communication skills.
• Ability to work independently and prioritize tasks effectively.
• Knowledge of basic bookkeeping and financial administration.
• Familiarity with health and safety regulations.
• Experience in the medical device, healthcare, or technology industry is a plus.