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Role Overview
Our new Office Support Assistant will play a key role in ensuring the smooth running of office, workshop, and administrative operations. This role focuses heavily on data entry, accounts administration, and social media/marketing support, while also contributing to general office organisation and customer communication. The ideal candidate will be highly organised, accurate in their work, proactive, and confident using digital systems including Microsoft 365 including Teams and SharePoint, Xero and social media platforms.
Key Responsibilities
1. Data Entry & Administration
– Record and update customer and job information.
– Maintain digital filing systems including Teams and paper-based filing.
– Maintain staff records including holidays, absences, and compliance documents.
– Prepare and update employment documentation.
– Maintain supplier, parts, and stock spreadsheets.
– Track expiry/renewal dates for services and contracts.
– Support Health & Safety, GDPR and compliance administration.
– Prepare meeting arrangements and general office documentation.
– Generate QR codes for parts management.
2. Accounts & Finance Support
– Scan, record and file purchase invoices and statements.
– Input purchase invoices and credit notes into Xero.
– Prepare supplier payment runs and process approved payments.
– Reconcile supplier statements and resolve account queries.
– Assist with raising sales invoices and sending to customers.
– Support credit control activities.
3. Social Media & Marketing
– Implement the company’s social media and marketing plan.
– Prepare photos, content, and updates for social media and website.
– Create marketing materials such as signage and business cards.
– Assist with customer updates and social media enquiries.
– Support competitor monitoring and brand awareness activities.
4. General Office Support
– Monitor office supplies and refreshments.
– Organise couriers and collect supplies where needed.
– Maintain tidy workspace including occasional light cleaning.
– Assist with workshop administration and procurement.
Required Skills & Experience for Success
Essential Skills
– Strong data entry accuracy and attention to detail.
– Experience in office administration.
– Confident IT skills including spreadsheets and cloud systems.
– Strong communication skills.
– Ability to manage confidential information.
– Good organisational and time management skills.
Desirable Experience
– Experience using Xero or similar software.
– Background in purchase or sales ledger.
– Experience managing social media or websites.
– Understanding of GDPR, Health & Safety or HR admin.
– Experience in workshop/engineering/automotive environments.
Behavioural Qualities
– Reliability and punctuality.
– Proactive approach.
– Discretion and integrity.
– Thoroughness and accuracy.
– Adaptability across varied tasks.
– Professional communication.
– Problem-solving mindset.
– Teamwork and positive attitude.
Job Type: Full-time
Pay: £26,000.00-£28,000.00 per year
Work Location: In person
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