Office Manager

Waste Recycling Site – Swindon UK We are looking for a capable and highly organised Office Manager / Site Administrator to support the day-to-day operation of our small waste recycling site. This is a multi-tasking, hands-on role and is not limited to general office administration. The successful candidate will take responsibility across office administration, basic accounts, compliance documentation and warehouse/site control. The role requires someone who is proactive, responsible, adaptable and able to respond quickly when priorities change or unexpected issues arise. Key responsibilities Office Administration

• Manage day-to-day office administration and general enquiries.
• Handle telephone calls, emails, correspondence and routine office communication.
• Maintain accurate company records, filing systems and operational documentation.
• Prepare and update spreadsheets, reports and internal records.
• Coordinate with suppliers, customers, transport companies and other external parties.
• Support management with general administrative and operational tasks. Basic Accounts Administration
• Process and organise purchase and sales invoices.
• Check supplier invoices against relevant records and supporting documentation.
• Maintain basic purchase, sales and payment records.
• Assist with account reconciliation and preparation of information for the accountant.
• Follow up outstanding paperwork, invoices or account queries.
• Maintain accurate records using spreadsheets and accounting systems where required. Compliance Administration
• Maintain and organise basic environmental, waste and Health & Safety documentation.
• Check that required paperwork is completed and filed correctly.
• Maintain records relating to waste movements, deliveries and collections.
• Assist with compliance records, inspections and document preparation.
• Monitor document expiry dates and ensure required records are kept up to date.
• Escalate compliance issues or missing documentation to management. Warehouse & Site Control
• Maintain records of incoming and outgoing materials.
• Check delivery and collection paperwork against site records.
• Coordinate with warehouse and yard staff regarding incoming and outgoing loads.
• Keep track of materials, stock movements and scheduled deliveries or collections.
• Communicate with drivers, suppliers and transport companies where necessary.
• Help ensure warehouse and office records remain accurate and consistent.
• Report discrepancies or operational issues promptly. Essential requirements
• Strong ability to multi-task and manage different responsibilities at the same time.
• Highly organised with good attention to detail.
• Responsible and able to take ownership of assigned work.
• Proactive and able to respond quickly when priorities or situations change.
• Good administrative and document-control skills.
• Confident using Microsoft Office, particularly Excel, Word and Outlook.
• Comfortable working with numbers and carrying out basic accounts administration.
• Able to read, understand and complete operational documentation accurately.
• Good written and verbal communication skills.
• Able to communicate effectively with management, warehouse staff, drivers, suppliers and customers.
• Able to work independently without requiring constant supervision.
• Able to identify problems, follow them through and ensure they are resolved.
• Comfortable working in a small, busy recycling-site environment.
• Flexibility regarding work location, as the company may require the role to relocate to another company site in the future. Desirable experience
• Previous experience as an Office Manager, Office Administrator, Site Administrator or similar multi-functional role.
• Basic bookkeeping or accounts experience.
• Experience with waste transfer documentation or environmental compliance administration.
• Experience working within recycling, waste management, logistics, warehousing, manufacturing or another operational environment.
• Experience coordinating warehouse, transport or stock movements.
• Bilingual in English and Mandarin would be advantageous, with the ability to communicate clearly in both languages. About the role This position would suit someone who enjoys a varied role rather than a narrowly defined office position. On a typical day, you may be dealing with accounts paperwork, organising a delivery, checking warehouse records, responding to emails, updating a compliance document and resolving an unexpected operational issue. The successful candidate must therefore be adaptable, dependable and comfortable taking responsibility for ensuring tasks are completed properly and on time. Work location The role is currently based at our Swindon, UK recycling site. The company reserves the right to relocate this role to another company site where reasonably required by operational or business needs. Candidates should therefore be prepared for the possibility that the normal place of work may change in the future, subject to the applicable terms and conditions of employment.