Office Manager in Stranraer

Office Manager – Estate Office

Business: Estate Management
Reports to: Estate Director
Location: Stair Estate Office, Sheuchan, Castle Kennedy, Stranraer, DG9 8SL
Contract: Full-time
Salary: Competitive, dependent on experience

Purpose of the Role

The Office Manager is responsible for providing administrative, financial and general office management support across the Estate team, ensuring the efficient day-to-day operation of the Stair Estates Office.

This role requires an experienced, organised and professional individual with excellent communication skills who is comfortable working in a fast-paced environment. As a representative of Stair Estates, the Office Manager will build trust, confidence and discretion through the delivery of high-quality administrative support across a wide range of activities. The role is hands-on and involves supporting the Estate Director, senior management and the wider business.

About Stair Estates

Stair Estates has been owned by the Earls of Stair since the early seventeenth century and is situated near Stranraer in Wigtownshire.

The Estate’s interests include:

• Castle Kennedy Gardens (a five-star graded historic listed landscape)


• Lochinch Castle (the private home of the owners)


• Farming


• Forestry


• Alternative energy


• Holiday cottages


• A number of let farms and residential properties

The Estate is located within a beautiful rural area with a strong, close-knit community and excellent local facilities and schools.

Key Responsibilities

Estate Office Administration

• Manage the day-to-day operation of the Estate Office, including reception duties, answering telephone calls, managing emails and scheduling appointments.


• Maintain accurate filing systems and ensure effective document retention.


• Ensure the consistent and efficient use of office systems and procedures.


• Monitor stationery supplies and coordinate the maintenance of office equipment and services.


• Arrange office cleaning and oversee general office facilities.


• Carry out general secretarial duties including audio typing, photocopying, mailing, document preparation, report collation and filing.


• Open, check, date and distribute all incoming Estate mail.


• Organise monthly Estate status meetings and quarterly Heads of Department meetings.


• Maintain effective working relationships with all internal departments.


• Provide administrative support to the Estate Director, the Earl and Countess of Stair, and, where required, the Property and Finance team.


• Support the Marketing and Visitor Services team with administrative tasks including printing, filing and social media.


• Order stock and materials for the Gardens, Shop and Tearoom.


• Enter information onto the till system.

Qualifications, Experience, Skills and Knowledge

Qualifications

• A degree or equivalent qualification is desirable.


• A full, clean UK driving licence and access to a vehicle are essential.

Experience

• Previous experience managing a busy office or providing administrative support across multiple business functions.


• Experience supporting Director-level management or working in a senior secretarial role is desirable.

Personal Attributes

The successful candidate will:

• Demonstrate an understanding of and commitment to the objectives of Stair Estates.


• Be positive, approachable and professional, building constructive relationships with colleagues and stakeholders at all levels.


• Communicate confidently and effectively, influencing others through strong professional relationships.


• Be self-motivated, proactive and able to solve problems independently.


• Take ownership of responsibilities and work with initiative.


• Show resilience, confidence and a strong desire to achieve objectives.

Organisation

Excellent organisational and administrative skills, with the ability to implement and maintain effective systems that support the smooth operation of a busy Estate Office.

Communication

Excellent verbal and written communication skills, with the ability to engage positively with colleagues, customers, visitors, contractors, suppliers and members of the local community.

IT

Highly proficient in Microsoft Office, particularly Excel, with the confidence to learn and implement new software and business systems.

Finance

Numerate and comfortable working with financial information, with experience of Microsoft Excel, Sage and bookkeeping processes being advantageous.

Benefits

• Competitive salary


• Generous holiday entitlement


• Pension scheme


• Staff development and training opportunities


• Separate accommodation may be available if required