Office Manager

PURPOSE OF THE ROLE

The Office Manager plays a key role in supporting the day-to-day operations of the Estate Office, providing administrative, financial and office management support across the wider team to ensure the smooth and efficient running of the business. The successful individual will demonstrate excellent communication, organisational and interpersonal skills, together with a professional and proactive approach.

As a representative of Stair Estates, the Office Manager will help build trust and confidence in the organisation through the delivery of high-quality administrative support and efficient office operations. This is a hands-on role within a busy and fast-paced environment, requiring the ability to manage a varied workload, coordinate multiple priorities and contribute positively to the overall effectiveness of the Estate Office.

Context

Stair Estates has been owned by the Earls of Stair since the early seventeenth century and is situated close to Stranraer, in Wigtownshire. The Estate interests include Castle Kennedy Gardens (5 star graded historic listed landscape), Lochinch Castle, farming, forestry, alternative energy, holiday cottages plus a number of let farms and houses.

SCOPE OF ROLE

Estate Office Administration

• Operation of Estate front office and reception including answering incoming calls and scheduling appointments;
• Responsibility for all filing and retention of accurate records;
• Maintain and regularly update office systems, ensuring accuracy, compliance and operational efficiency.
• The Office Manager is responsible for monitoring all stationery supplies, coordinating maintenance and operation of office equipment and services, coordinate office cleaning service;
• General secretarial duties on a daily basis which include audio typing, faxing, photocopying, mail desk, collating reports and maintenance of filing systems;

• Open, check, date and direct all incoming Estate mail.

Admin Support

• Provision of personal assistant support to the owners, Estate Director, and wider estate team, ensuring all duties are carried out in an accurate and timely manner;

Castle Kennedy Gardens

• Ordering stocks and materials as required for Gardens, Shop and Tearoom.
• Admin support to include printing and filing.
• Entering information on to POS system

Estate Office Accounts

• Assistance with financial processes and procedures including:
• Entry of transactions on computerised accountancy system
• Monthly bank reconciliations
• Collating payroll information for external processing.

Business Coordination

• Day-to-day administration and coordination of the Estate's customer-facing businesses which includes Farming, Holiday Cottages, Country Sports, Farming, Property Management, Visitor Attraction
• Managing booking systems and databases, customer enquiries, amendments and cancellations.
• Dealing with routine operational issues and ensuring matters are followed through to resolution.
• Collecting and analysing data, e.g. visitor numbers, farm record keeping
• Coordinating suppliers, stock requirements and routine purchasing.
• Maintaining and improving systems, procedures and records.

Digital & Marketing 

Previous experience with websites, booking platforms and similar digital systems would be useful, but is not essential. The ability and willingness to learn and confidently manage new systems is more important.

• Administration of the digital systems used across the Estate and its businesses.
• Basic website maintenance and updates.
• Preparing occasional customer communications, marketing emails and other straightforward digital marketing.

REQUIRED QUALIFICATIONS, EXPERIENCE, SKILLS & KNOWLEDGE

To undertake the role successfully, the following is required:

Qualifications:

• A formal qualification to degree level would be desirable.
• A full, clean driving licence for driving in the UK is essential and own vehicle required.

Personal Attributes:

• Have empathy with the objectives of Stair Estates and have an active interest in them;
• Positive outlook and is able to influence change and persuade others to join them through excellent communications and developing professional relationships;
• A self starter, who is assertive, highly motivated and has the drive to achieve the task;
• Proactive and fully aware of their role and responsibilities and is keen to achieve their goals and objectives;
• Has self belief and resilience.

Experience:

Experience of managing a busy office and/or in a secretarial role to Director level is required. Bookkeeping experience would also be desired.

Skills and Knowledge:

Organisation

This person will have outstanding administration and organisation skills whilst being able to seamlessly adopt accurate systems that ensure the smooth running of the Estate Office and its myriad of interactions with stakeholders across the business.

Communication

Has a high level of communication skills and constantly seeks to engage in a positive and proactive manner with the team, customers, visitors, contractors, suppliers and local community stakeholders.

IT

Being highly proficient in the use and implementation of IT with an excellent working knowledge of Microsoft Office and the ability to grasp new software and systems.