Office Manager in Alness

Munro Accounting Services Limited is a busy, friendly firm looking for an Office Manager to support our growing client base. We support both individuals and businesses with a full range of accountancy and taxation services. Team members work closely with clients to provide reliable, practical support in a friendly local environment.

This is a permanent, office-based position in Alness and approximately 30 – 35 hours per week.

Role Description

The Office Manager will be responsible for ensuring the smooth and efficient day-to-day operation of the office and supporting delivery of accounting and taxation services.

This role includes managing reception duties, handling incoming calls and emails, scheduling appointments, and coordinating client communications. The Office Manager will maintain records and filing systems, manage office supplies and equipment, support basic bookkeeping or data entry tasks, and help prepare documents and correspondence for the accounting team. The position also involves organizing staff calendars, assisting with onboarding of new clients, and ensuring that office procedures are followed and continuously improved for efficiency and quality service. Collaboration with accountants and support staff to deliver responsive and professional client service is central to this role.

The ideal candidate will be highly organised, proactive, professional, and capable of managing multiple priorities while supporting the wider team and contributing to the overall success of the business.

Qualifications

• Minimum 2 years’ experience in office management, senior administration or a similar role.
• Proficiency in Microsoft Office applications, including Word, Excel and Outlook.
• Experience using office management systems and databases.

Key Skills and Competencies

• Excellent organisational and time-management skills.
• Strong written and verbal communication skills.
• Ability to prioritise tasks and meet deadlines.
• Attention to detail and a high level of accuracy.
• Strong problem-solving and decision-making abilities.
• Professionalism, discretion, and the ability to handle confidential information.
• Good interpersonal skills
• Initiative, flexibility, and a proactive approach to work.
• Ability to work independently and as part of a team.
• Efficient day-to-day office operations.
• Timely completion of administrative tasks.
• Accurate record-keeping and document management.
• Timely resolution of facilities and equipment issues.
• Compliance with company procedures and relevant requirements

Key Responsibilities

• Oversee the daily running of the office and ensure efficient administrative operations.
• Develop, implement, and maintain office policies, procedures, and systems.
• Manage correspondence, emails, telephone calls, filing, and document preparation.
• Maintain accurate records, databases and administrative documentation.
• Organise meetings, appointments, travel arrangements and company events as required
• Maintain an active and up-to-date social media presence
• Onboard clients and complete AML checks
• Ensure the office environment is safe, organised, clean, and well maintained
• Manage office supplies, stationery, equipment, and inventory
• Coordinate maintenance, repairs, and office equipment servicing.
• Monitor office expenditure and identify opportunities to improve cost efficiency.
• Monitor office expenses and maintain expenditure records.
• Assist with client billing.
• Process invoices.
• Monitor payments and supplier accounts.
• Ensure relevant financial and administrative records are accurate and up to date.