Small Office Operations Manager

HRS Talent Solutions; Nottingham; On-site; GBP 32,000 - 38,000; Full time

Job summary

HRS Talent Solutions in Nottingham is seeking an Office Manager to coordinate reception, records, supplies and facilities, guiding admin staff and ensuring smooth day-to-day operations. You will own office workflows, manage suppliers, and uphold confidentiality and compliance with policy across the team.

The advertised salary range is £32,000–£38,000 per year for a full-time, on-site role. You will assess processes, implement improvements and ensure colleagues understand current procedures and

Qualifications

• Experience coordinating office operations or supervising an administrative team.
• Comfortable use of common office systems and strong written communication.
• Ability to improve workflows and guide staff in procedures.

Responsibilities

• Oversee reception, records, supplies and facilities requests.
• Coordinate admin workflows and supplier interactions.
• Escalate issues and ensure proper approval routes are followed.
• Gather evidence for process changes and propose improvements.

Skills

Office coordination

Staff supervision

Written communication

Tools

Office systems

Job description

The manager of a small office cannot wait for a separate department to fix every practical issue. This role coordinates people, suppliers and everyday systems so the team has clear ways to handle visitors, records, supplies and requests. It is a full-time, workplace-based position paying £32,000–£38,000 per year. The role calls for experience managing office activity, while specialist employment, finance and legal decisions remain with the people authorised to make them.

The remit. You will look at how requests enter the office, who owns them and where they get stuck. You may guide administrative staff, agree daily priorities with the employer's leadership and make sure colleagues know the current procedures. You will oversee the reception and shared-service workflow without assuming that every issue can be solved at the front desk. When a process needs changing, gather evidence and propose a manageable improvement.

The working day. One morning might involve an absent receptionist, an urgent room booking and a supplier whose delivery is incomplete. Decide what needs coverage immediately, delegate where possible and record the issue that requires a purchasing decision. The manager should create a calm sequence of actions, not personally perform every task. A colleague who takes over a request must know the current status and the authority they have.

The manager organises coverage, reviews the open office issues and gives staff a clear order of work. This includes reception, records, supplies and facilities requests. When a colleague needs help with a difficult enquiry, the manager identifies the decision owner and supports a useful reply. A recurring delay deserves a practical review of the workflow, while contracts, budgets and employment decisions follow the proper authorisation route.

The position requires sound judgement about confidentiality and escalation. If a customer asks for information held in a restricted file, guide the enquiry to the proper owner. If a safety matter is reported, use the emergency route and do not leave it in the ordinary maintenance queue. You should know when to make a routine operational decision and when to stop because approval is required.

The background we are looking for

You should have experience coordinating office operations or supervising an administrative team. It may come from a small business, a service site or a larger organisation with several departments. We value examples of improving a messy workflow, resolving a scheduling conflict and helping staff grow in confidence. Comfortable use of common office systems and strong written communication are expected. The employer will teach its own policies and suppliers, but this is not a first administrative role.

Customer service is part of the management remit. A polite reply alone will not help if a request has no owner. Establish who will act and how the customer or colleague will be updated. An office manager should also notice whether the same type of problem is repeatedly escalated and whether the team needs clearer guidance or an actual change in capacity.

Reviewing a process

Suppose staff report that meeting rooms are frequently double-booked. Look at the booking path, the permissions to change reservations and the way exceptions are communicated. Talk to the people who use the process before introducing another form. A straightforward shared rule and one source of truth may resolve more than a complicated new system. Test the change and check whether it reduces the original problem.

The office manager reports to the person responsible for daily operations. The advertised salary range allows for differences in relevant experience and the scope of the team. Working arrangements will be discussed during recruitment.