Office Manager

Office Manager/EA

Company

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, we deliver renewable systems to domestic and commercial customers across Northern Ireland. As our 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 coordination across teams and projects while maintaining high standards of service and efficiency.

Key Responsibilities

• Provide support to the Directors and manage day-to-day office activities.
• General accounts management (create purchase orders, log expenses & travel, overheads, process sales invoices and statements, make and request payments, petty cash records & Quickbooks) as well as CIS deductions, VAT & RCT returns
• Provide customer estimations and quotes, providing measuring plans to suppliers for quotes
• Processing new client contracts and account information (including RFIs)
• Project & handover administration and job scheduling
• Co-ordinate and communicate on-site project planning with engineers, customers, and suppliers.
• Respond to phone and email queries professionally and efficiently.
• Assist in tracking project progress and provide regular performance reports.
• Manage project documentation including Health & Safety paperwork, certificates, and handover manuals.
• Oversee and book service and maintenance jobs using the companys 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.
• Support the team with scheduling call-outs and ongoing service tasks for a 300+ client database.

Skills and Experience

Essential:

• Good level of education preferably HNC or above in a relevant subject including GCSEs (or equivalent) in English and Maths.
• 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.