Ecology Office Manager

Ecology Office Manager Job Description

Job Title: Office Manager

Location: Kingsley, WA6 8BP

Reports to: Senior Management Team

About Us

United Environmental Services Ltd is a growing ecological consultancy providing high\-quality ecological and environmental services to clients across the private and public sectors. Our work supports sustainable development, biodiversity conservation, habitat enhancement, and compliance with environmental legislation.

We are seeking a highly organised and proactive Office Manager to oversee the efficient day\-to\-day operation of our business and provide essential support to our ecological and environmental consultancy teams.

This is an excellent opportunity for an experienced administrator or office manager looking to play a key role in a dynamic and purpose\-driven organisation.

Overview

This role will be a hands on and varied position that will support the running of a busy office and growing dynamic ecology team. The Office Manager will be responsible for the efficient day\-to\-day administration and operation of the consultancy office and satellite locations. The role supports ecological consultants, project managers, and directors by ensuring effective business administration, financial management, compliance, client liaison, document control, and resource coordination. The Office Manager plays a key role in maintaining organisational efficiency and supporting the delivery of ecological projects. A high level of integrity, excellent written and verbal communication and strong IT skills are essential to succeed in this role as well as flexibility, diplomacy and patience. You will be a dynamic and versatile administrator, highly organised in your approach to work with a positive can\-do attitude.

Key Tasks \& Responsibilities

Office Administration

• Manage the day\-to\-day operation of the office and administrative functions.


• Maintain office procedures, systems, and filing structures.


• Coordinate incoming and outgoing correspondence, telephone calls, and enquiries.


• Manage office supplies, equipment, and facilities.


• Organise meetings, training sessions, and company events.


• Implement and oversee document management and version control systems.

• Assist ecological consultants with project administration including inputting data, filing, uploading survey notes and reviewing camera footage.


• Prepare surveyor sheets, site plans and access arrangements.


• Prepare fee proposals, reports, and client correspondence.


• Track project progress, deadlines, and deliverables.


• Maintain project databases and company systems.


• Coordinate field survey schedules, accommodation, and travel arrangements.


• Support tender submissions and framework applications.

• Raise invoices and monitor payments.


• Implement and oversee aged receivables procedure ensuring company debt is maintained below the agreed threshold.


• Process supplier invoices and purchase orders.


• Reconcile expenses and company credit card transactions.

• Maintain compliance with ISO 9001 Quality Management Systems.


• Support implementation of ISO 14001 Environmental Management Systems.


• Manage company policies, procedures, and document reviews.


• Maintain training records, competency matrices, and CPD logs.


• Coordinate health and safety documentation and risk assessments.


• Ensure compliance with GDPR and data protection requirements.

• Coordinate recruitment administration and onboarding.


• Maintain personnel records and holiday schedules.


• Support staff training and professional development activities.


• Administer employee benefits and wellbeing initiatives.


• Act as the company social secretary organising a minimum of 3 events per year.


• Maintain subcontractor database and handbook

• Act as the first point of contact for clients and suppliers.


• Build professional relationships with clients, local authorities, and subcontractors.


• Manage enquiries and direct work requests appropriately.


• Assist with marketing activities, website updates, and social media coordination.

Essential Qualifications

• GCSEs (or equivalent) including English and Mathematics.


• Business Administration qualification or relevant experience.

• Previous experience in an Office Manager or Senior Administrator role.


• Excellent organisational and time management skills.


• Strong Microsoft 365 skills (Word, Excel, Outlook, Teams, SharePoint).


• Experience managing invoices, budgets, and financial records.


• Excellent written and verbal communication skills.


• Ability to prioritise workloads and meet deadlines.


• Attention to detail and strong document management skills.

• Experience working within an environmental, ecological, planning, or consultancy sector.


• Knowledge of ecological project lifecycles and environmental legislation.


• Experience of ISO 9001 and ISO 14001 management systems.


• Familiarity with project management software and CRM systems.


• Understanding of health and safety management systems.

• Timely invoicing and payment collection.


• Project administration completed within required deadlines.


• Compliance records maintained and audit\-ready.


• Efficient management of office systems and resources.


• Positive feedback from staff and clients.


• Effective support of business operations and project delivery.

· £28,000\-£38,000 per annum depending on experience, location, and responsibilities within the consultancy.

• Annual salary review linked to performance and business objectives.


• Performance\-related bonus scheme.


• Overtime or time off in lieu (TOIL) arrangements where applicable.

• 20 days annual leave plus Bank Holidays.


• Additional day off for every year worked


• Day off for birthday each year.


• Additional long\-service leave entitlement.


• Company pension scheme with employer contribution currently set at 5%


• Entry to company death in service benefit


• Entry to company group income protection plan


• Access to company healthcare scheme\*


• Paid professional membership fees (e.g., CIEEM, IEMA, IOSH, CIM).


• Training and Continuing Professional Development (CPD) support.


• Employee Assistance Programme (EAP) and wellbeing support.


• Paid volunteering day for environmental or community projects.


• Cycle to Work Scheme.


• Mileage reimbursement for business travel.


• Regular team\-building and social events.


• Opportunities for career progression within a growing environmental consultancy.

• Exposure to a wide range of ecological and environmental projects.


• Opportunity to contribute to sustainability, conservation, and Biodiversity Net Gain initiatives.


• Involvement in the development and maintenance of ISO 9001, ISO 14001, and health and safety management systems.


• Supportive and collaborative working environment with environmental professionals.

Applicants must be able to demonstrate:

• Minimum of 3 years' experience in an Office Manager, Business Administrator, Operations Coordinator, or similar administrative role.


• Excellent organisational skills with the ability to manage multiple priorities and deadlines.


• Strong proficiency in Microsoft 365 applications, including Word, Excel, Outlook, Teams, and SharePoint.


• Experience managing office systems, document control, and business administration processes.


• Experience raising invoices, monitoring payments, and maintaining financial records.


• Excellent written and verbal communication skills.


• High level of accuracy and attention to detail.


• Ability to work independently and use initiative while supporting a multidisciplinary team.


• Experience maintaining confidential information and complying with GDPR requirements.


• Strong interpersonal skills and ability to build positive relationships with staff, clients, suppliers, and stakeholders.


• A proactive, professional, and solution\-focused approach to work.


• Full UK driving licence (where travel between office locations may be required).

The following would be advantageous:

• Experience working within an ecological, environmental, planning, engineering, or professional consultancy environment.


• Knowledge of ecological consultancy operations, including survey scheduling, project administration, and planning\-related projects.


• Experience supporting Biodiversity Net Gain (BNG), ecological assessment, environmental planning, or conservation projects.


• Familiarity with ISO 9001 Quality Management Systems.


• Familiarity with ISO 14001 Environmental Management Systems.


• Understanding of health and safety management systems and risk assessment processes.


• Experience maintaining company policies, procedures, and compliance documentation.


• Knowledge of CRM systems and project management software.


• Experience supporting tender submissions, framework applications, and business development activities.


• Human resources administration experience, including recruitment, onboarding, and training coordination.


• Qualification in Business Administration, Management, Human Resources, Finance, or a related discipline.


• Membership of, or interest in, relevant professional bodies such as CIEEM, IEMA, IOSH, or CIM.


• Interest in environmental sustainability, ecology, and conservation.

The successful candidate will be:

• Highly organised and dependable.


• Professional and customer\-focused.


• Adaptable and able to respond effectively to changing priorities.


• Confident communicating with individuals at all levels.


• Collaborative and supportive of colleagues.


• Committed to continuous improveme

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