Doble Engineering

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Office Manager

at Doble Engineering

Posted: 3/26/2019
Job Status: Full Time
Job Reference #: *5211036C0487ACC5
Keywords: manager

Job Description

Requisition Number
19-0037

Post Date
3/13/2019

Title
Office Manager

Employment Type
Full Time

City
Guildford Surrey

State
UK

Description
The UK Office Manager is responsible for all aspects of the administration of the business office. Coordinates the back office department functions which include Inside Sales Administration, Repair and Calibration, shipping and temporary office staff. Provides support to the EMEA Managing Director for the region as required.

Essential Job Functions:
• Manages the day-to-day activities of the staff in the back office department which includes Sales Administrators, Repair and Calibration and temporary office staff.
• Performs human resource activities for department such as recruiting, selecting, orienting, training, assigning, scheduling, coaching, counseling, and disciplining management staff; communicating job expectations; planning, monitoring, appraising, and reviewing job contributions; planning and reviewing compensation actions; enforcing policies and procedures.
• Arranges conferences, meetings, and travel reservations for service employees as necessary.
• Assist the Accounts team as required, expenses and time sheets, overtime.
• Assists with the preparation of sales and service quotes, with support from the Inside Sales Administrator.
• Oversees the Import and Export products as well as other shipping and ensure legal compliance.
• Provides assistance to the field staff in the documentation of field activities. Coordinates with the test teams in the UK and throughout Europe.
• Oversees and ensures proper compliance of the office records such as training, personnel, contracts, TOIL log, etc.
• Assist in QA and other audits including data preparation, presentation and corrections to audit findings.
• Serves as the point person for other departments for the coordination of new administrative policies, procedures, processes, and initiatives.
• Oversees the office equipment inventory and orders office supplies/equipment and ensures that all office equipment remains in working order.
• Assists HR with the administration of benefits such as the pension scheme, life insurance, travel insurance, and other schemes.
• Oversees the employee background and drug testing process.
• Assists in the payroll process as necessary.
• Interacts with the landlord for repairs on the office, special requests, and routine maintenance.
• Manages the vehicle fleet including maintenance, licensure, insurance and driver eligibility.
• Prepares routine and advanced correspondence including letters, memoranda, and reports.
• Conducts job responsibilities in accordance with the Company's Code of Business Conduct, the Corporate Compliance Agreement, appropriate professional standards and applicable laws.
• Performs other duties as assigned by management.

Decision-making Latitude

The decision making latitude will be based on the formal procedures and policies, and directions from the Department Manager and staff.

The decision making is based on the restrains of established procedures and policies as well as instructions from management.

Qualifications

EDUCATION:
Bachelor’s Degree in Business, Accounting, Administration or Equivalent Degree

B. EXPERIENCE -
MUST HAVE:
-Degree in Business, Accounting, Administration, Bookkeeping or Equivalent Degree or equivalent work experience.
-Over 2 years of working experience as an office manager or supervisor.
-Experience working with an ERP system preferably NAVISION.
-The ability to keep information confidential and communicate with the utmost of discretion.
-The ability to analyze issues and inefficiencies and develop solutions which can be implemented.
-A high attention to detail and the ability to follow logic steps.
-Strong interpersonal skills.
-Excellent teamwork skills.
-Excellent written and oral communication skills to inface within all levels of the organization.
-The ability to resolve issues proactively on own.
-The capacity to meet critical deadlines while managing multiple priorities.
-Thrive in a deadline-driven, fast-paced team environment.
-Ability to independently plan and organize one’s own activities.
-Have team spirit and work enthusiasm.
-Proficient in MS Office (Word, Excel & PowerPoint)
-Knowledge of accounting software
-Fluent in spoken and written English.

PHYSICAL REQUIREMENTS:
While performing the duties of this job the employee is often required to stand, sit, use computers, read, write, type, use fax machines, use copy machines, file paperwork, use telephones, and utilize written and oral communication to interact with clients and co-workers. Reasonable accommodations may be made to enable individuals to perform the essential functions of this job.