Office Manager in Royal Tunbridge Wells

The Office Manager ensures the efficient, compliant, and effective operation of the organisation's administrative, facilities, and office‐services functions. The role oversees supplier relationships, procurement, financial administration, and workplace operations to support staff productivity and organisational governance.

Core Responsibilities

• Maintain a safe, organised, and productive office environment.
• Oversee reception, mail handling, meeting room bookings, and general administrative processes.
• Develop and maintain office procedures to support consistency and continuous improvement.
• Coordinate workspace, equipment setup, and system access for new starters and leavers.
• Serve as the primary contact for suppliers, contractors, and service providers.
• Manage supplier performance, service levels, renewals, and contract records.
• Support contract negotiations and ensure value for money, compliance, and reliability.
• Lead procurement of office equipment, consumables, and operational materials.
• Ensure purchasing adheres to policies, budgets, and sustainability standards.
• Track orders, deliveries, and inventory to prevent shortages or delays.
• Coordinate procurement for facilities services, repairs, and specialist equipment.
• Process and validate office‐related invoices.
• Maintain accurate financial records for audits, reporting, and budget monitoring.
• Reconcile supplier statements and resolve discrepancies.
• Support budget planning through cost forecasts and expenditure summaries.
• Oversee building maintenance, cleaning, security, and access systems.
• Ensure compliance with health and safety legislation, including risk assessments and incident reporting.
• Coordinate emergency preparedness and business continuity activities.
• Support staff health and safety training.
• Lead administrative staff, ensuring effective workload management and performance oversight.
• Support staff engagement initiatives and foster a positive workplace culture.
• Coordinate onboarding and induction activities.
• Maintain accurate administrative records and document control systems.
• Ensure compliance with data protection, confidentiality, and governance requirements.
• Prepare operational reports, briefings, and management updates.

Skills & Competencies

• Professional & Technical
• Strong knowledge of office operations, procurement, and supplier management.
• Competence in financial administration, including invoice processing and budget tracking.
• Understanding of health and safety and facilities management principles.
• Proficiency with office software and digital tools.
• Leadership & Interpersonal
• Effective leadership of administrative staff.
• Confident communication with internal and external stakeholders.
• Strong organisational skills and ability to manage multiple priorities.
• Analytical & Problem‐Solving
• Ability to identify operational risks and implement practical solutions.
• Strong judgement in procurement and supplier evaluation.
• Commitment to continuous improvement.

Experience & Qualifications

• Experience in office management, procurement, or facilities coordination.
• Proven ability to manage suppliers, contracts, and operational budgets.
• Experience with invoice processing and financial administration.
• Proficiency in Xero (highly desirable).
• Health and safety training (beneficial).
• Demonstrated experience improving processes and operational reliability.

Success Indicators

• Efficient and reliable office operations.
• Strong supplier performance and cost‐effective procurement.
• Accurate and timely financial administration.
• High staff satisfaction with facilities and administrative support.
• Compliance with health, safety, and data governance standards.

Job Types: Full‐time, Permanent

Pay: £28,000.00-£30,000.00 per year

Benefits: Casual dress, Company pension, Flexitime, Free parking, On‐site parking

Work Location: In person