Office Manager - #1692889

Office Manager

Cala Consulting have partnered with a growing and ambitious renewable energy company committed to driving a sustainable future through innovative energy solutions. With a strong focus on quality, customer satisfaction and continuous improvement, they deliver renewable systems to domestic and commercial customers across Northern Ireland. As the team expands, they are recruiting an Office Manager to play a key role in supporting their operations and enabling growth.

Role Overview

This is an exciting opportunity for a proactive and dynamic individual to join a close-knit team in a varied and hands-on role. The Office Manager will support the Directors and oversee day-to-day administrative activities. Acting as the first point of contact for internal and external queries, the successful candidate will ensure smooth co-ordination across teams and projects while maintaining high standards of service and efficiency.

Key Responsibilities

• Provide direct support to the Directors and manage day-to-day office activities.
• Co-ordinate and communicate on-site project planning with engineers, customers, and suppliers.
• Prepare and issue sales invoices and statements; manage credit control and follow up on outstanding payments.
• Process and file incoming purchase invoices; manage supplier accounts and prepare payments for approval.
• Respond to phone and email queries professionally and efficiently.
• Assist in tracking project progress and provide regular performance reports.
• Prepare and issue contracts for new projects, set up client accounts in the system.
• Manage project documentation including Health & Safety paperwork, certificates, and handover manuals.
• Oversee and book service and maintenance jobs using the company’s work management system.
• Maintain accurate electronic filing of all project-related documentation.
• Follow up with clients post-quotation to gather feedback.
• Provide a positive customer service experience, handling queries promptly and professionally.
• Upload project updates and photos to the company’s social media platforms when required.
• Support the team with scheduling call-outs and ongoing service tasks for a 300+ client database.
• Undertake any additional administrative or coordination tasks as required.

Skills and Experience

• Proven experience in office management, executive or personal assistant roles.
• Excellent communication and interpersonal skills.
• Strong planning, organisation, and multitasking abilities.
• High level of proficiency in Microsoft Office (Outlook, Excel, Word, PowerPoint).
• Experience preparing reports, invoices, and formal documentation.
• Ability to work independently, prioritise tasks, and solve problems.
• Experience with purchase/sales ledger and basic bookkeeping.
• Good level of education including GCSEs (or equivalent) in English and Maths.