Office Manager & Finance Assistant in Hereford

We are seeking a proactive and adaptable Office Manager and Finance Assistant to provide up to 12 months’ maternity cover for our Hereford-based team. Precision Technic Defence (PTD) Ltd works closely with UK defence and security customers, including the MOD and UK Police, to identify, shape and deliver solutions that address current capability gaps, working with global suppliers and UK-based stakeholders. This varied role supports the day-to-day running of the business and requires a flexible, can-do approach as part of an integrated project team. It also involves regular communication with Group HQ in Denmark and with suppliers providing business services and utilities.

Essential Criteria:

• Minimum GCSE level English and Maths.
• Experienced user of MS Office suite (including SharePoint).
• Experience in bookkeeping / basic accounting.
• Self-sufficient with the ability to work independently and proactively.
• Reliable and committed.
• Excellent communication skills, both verbally and in writing.

Desirable Criteria:

• Experience using Microsoft Dynamics 365 Business Central.
• Previous experience as an office manager.
• Previous experience working with UK government customers.
• Existing or previous security clearance.

Salary and Benefits:

• Salary £30K p.a.
• 28 days annual leave (plus Bank Holidays).
• Paid parking close to office, subsidised gym/sports club membership; annual eye test & subsidised glasses.
• BUPA health care plan (Medical & Dental – subject to successful completion of minimum 6-month probation).
• Access to discretionary company bonus scheme (subject to successful completion of minimum 6-month probation).

Job Responsibilities:

Administrative Tasks:

• Ensuring the smooth running of the office by implementing and maintaining effective office procedures, including:
• Supporting scheduled meetings and handling all visitor requirements.
• Providing administrative and organisational support for company events, including trade shows.
• Maintaining office records and files including multiple administrative registers.
• Managing the ordering and delivery of office supplies, including branded items.
• Taking responsibility for the upkeep of office equipment, including administrative aspects of arranging regular servicing and repairs.
• Handling correspondence and communications, including the primary office phone line.
• Managing all employee travel, including accommodation and logistics.
• Providing administrative support to the Managing Director as required.
• Liaising with all office suppliers, including the cleaning and office management companies.
• Tracking renewal and expiry dates for all company insurance policies and maintaining the Insurance, Certification and Servicing Register.
• Taking responsibility for the maintenance of company vehicles, mileage records & fuel cards.
• Maintaining company asset registers, including the Demo Stock Register.
• Maintaining the NDA Register and Supplier Register.
• Providing administrative support to maintain all mandatory company compliance certifications, including but not limited to, ICO, QMS (ISO 9001) and Cyber Essentials.
• Tracking and researching costs for all utility contract renewals ahead of their expiry dates.

Staff Management Support:

• Providing HR assistance including:
• Assisting with employee onboarding and exit procedures.
• Maintaining personnel records, including DVLA checks.
• Maintaining the employee Vetting Register and administering applications and renewals for BPSS, SC and DV clearances.
• Administering TOIL records.
• Administering employee benefits, including BUPA, parking permits, subsidised gym memberships, eye tests, and subsidised glasses.
• Organising regular employee milestone celebrations, team-building activities, and social outings.

Financial Support:

• Maintaining financial records in line with company policies, including:
• Processing invoices and following up on unpaid invoices and missing receipts.
• Raising purchase orders with office suppliers.
• Processing receipts and payments.
• Maintaining data integrity in Business Central by uploading all relevant documentation, including invoices, receipts, and delivery notes.
• Issuing end-of-month customer statements.
• Carrying out supplier and customer credit and financial health checks through Experian.
• Processing employee expense claims & posting expenses from Continia into Business Central.
• Reconciling bank balances with Business Central and resolving discrepancies.
• Posting the payroll journal in Business Central before month-end.

Financial Reporting:

• Assisting, with full support from the Global Finance team, company auditors, and the Managing Director, in managing office budgets, financial reporting and analysis in line with financial policies and procedures, including:
• Administering all bank payments in line with the Prompt Payment Code.
• Preparing and submitting quarterly VAT returns and Corporation Tax information.
• Preparing and submitting annual P11Ds and NICs.
• Reconciling the monthly balance sheet in Business Central.
• Supporting month-end close procedures in liaison with PTD Global.
• Managing regular stock take procedures and data capture.
• Leading the annual budget process by collating up-to-date figures, data, and quotations for the following financial year.
• Leading liaison with company auditors and providing company information during the annual audit process.