Office Manager in Rayleigh

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.