Office Manager

Job Title: Office Manager

Company: Delta Obstruction Lighting
Responsible to: Senior Management/Board of Directors

Summary of Main Department Responsibilities

The Office Manager is responsible for the smooth, efficient, and secure running of the company’s buildings and day-to-day office operations. This role oversees facilities, administration, supplier coordination, health and safety compliance, and general support for staff. The Office Manager ensures that the workplace is safe, well-maintained, and fully equipped to support business operations.

Responsibilities & Duties

Building & Facilities Management

Oversee Alarm, Fire & Security systems, ensuring compliance, regular testing, and supplier coordination.

Manage CCTV systems, including maintenance, access control, and incident support.

Oversee Keys & Fobs issuance, tracking, and security procedures.

Coordinate all office Maintenance tasks and contractor visits (electricians, utilities, repairs, etc.).

Manage the Electrical contract, ensuring timely inspections and compliance with regulations.

Ensure Pest Control services are regularly delivered and issues resolved promptly.

Maintain the upkeep and organisation of the Boardroom and common areas.

Oversee Housekeeping standards for all offices.

Manage Fleet Breakdown Cover processes for company vehicles.

Office Operations & Administration

Serve as the primary contact for all office catch-all duties, resolving internal issues as they arise.

Handle all Post duties, including receiving, opening, sorting, and distributing mail.

Manage all Office supplies, including stationery, consumables, and operational equipment.

Oversee Printer/Copier maintenance, supply orders, and service calls.

Ensure reliable Internet service, coordinating with providers to resolve outages or upgrades.

Manage the company IT contract, liaising with IT support and ensuring timely service delivery.

Oversee company Telephones, including landlines, handsets, and VoIP systems.

Training & Accreditation Support

Manage, update, and maintain the accreditations, ensuring documents, evidence, and submissions are kept up to date.

Maintain and monitor training matrices for Delta Obstruction Lighting, tracking required qualification and renewals before training expires.

Liaise with training providers, organise training sessions, and ensure all certification is properly filed.

Delta Obstruction Lighting Support

Manage the transition from enquiries/estimating to operations by reviewing the quote and PO details.

Set up job folders and start the RAMS Job Packs in readiness for the Operations Manager.

Attend meetings to discuss operations.

Liaise with the Director regarding interim and full invoicing payments.

Staff & HR Administration Support

Manage Holiday recording for all staff, keeping accurate and up-to-date records.

Provide HR administrative support, including onboarding documentation, file updates, and compliance tasks.

Carry out our company inductions for new employees.

Cleaners & Contractor Coordination

Oversee Cleaners and cleaning schedules to ensure hygiene standards.

Manage all external suppliers and contractors, ensuring service agreements are maintained and delivered effectively.

Working Alongside the Stores Manager

This role works closely with the Stores Manager to support the operational running of the yard, workshop, equipment, and Group vehicles.

Yard, Equipment & Site Facilities

• Yard – Support organisation, safety checks, and upkeep of yard areas; escalate issues to maintenance or contractors.
• Forklift – Maintain records for forklift servicing, LOLER certification, and ensure operators have valid training.
• Stores Heating, Gas Bottles – Monitor levels, arrange refills, and manage supplier relationships.
• Housekeeping – Support regular checks to ensure the yard, stores, and workshops remain tidy, safe, and compliant.
• Maintenance – Log and coordinate jobs for yard and workshop upkeep.
• Roller Shutter Doors – Arrange routine servicing and callouts for faults.
• Skips – Manage skip hire, pickups, waste management schedules, and cost tracking.

Vehicles & Fleet Support

• Buying – Support sourcing, pricing, and purchasing of vehicles where required.
• Fleet Breakdown – Manage breakdown processes, ensuring drivers have contact information and support.
• Fuel Cards – Maintain fuel card database, order new cards, cancel lost cards, and ensure saving details are stored accurately.
• Mileage Checks – Monitor and log monthly mileage submissions, ensuring accuracy and compliance.
• MOT Management – Track MOT expiries, book tests, and follow up on advisories.
• RAM (Risk Assessments & Method Statements) – Ensure vehicle-related RAMS are kept updated in collaboration with H&S.
• Reporting Incidents – Log and report all vehicle incidents, coordinate with insurers, and track outcomes.
• Servicing – Schedule and maintain service bookings for all fleet vehicles, ensuring minimal downtime.
• Vehicle Insurance Database – Keep the insurance schedule up to date, including adding/removing vehicles and ensuring correct driver allocations.

Other Details

Position: Permanent – 5 days a week
Schedule: Monday to Friday, 8am–5pm
Location: Rochdale, Office Based
Starting Salary: £30,000 per annum

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