Eco~tech Systems Environmental Ltd. Logo

Office Manager and PA Part Time Job Vacancy


  • Job type: Permanent
  • Location: Carlisle, Cumbria – will be required to work throughout the UK
  • Salary: Dependent upon experience

You can download the full job specification here or read on below...

Regular Office Management Tasks:

  • Telephone and first contact duties including monitoring and responding to incoming emails and calls
  • Office Management – management and purchasing of office supplies, sorting and managing post / courier collection and deliveries
  • New Enquiry Management – assigning new job numbers, creating and referencing pipeline job record in HubSpot, liaising with the Management team, and liaising with the clients
  • Tracking all activity and existing enquiry management in the HubSpot Database
  • Collation of information to produce job quotations, reviewing and issuing to the customers
  • Current Contracts Management – updating HubSpot with PO numbers and documents, uploading all necessary documents and communication into files (photos, quotes, emails, etc), updating jobs status
  • Liaising with office & site staff re: material purchases, plant hire, deliveries, payments, document creation and review, RAMS, payroll, TimeKeeper app
  • TimeKeeper management – monitoring staff clocking-in and out, manually amending where necessary, input of staff absences, creating and managing contracts and inputting staff holidays
  • Suppliers – ordering materials, welfare facilities, plant & fuel, making direct payments, responding to payment queries, and raising POs

Ad hoc Tasks

  • Insurance – managing all Insurance policies (Fleet, Company, Professional Indemnity, Plant) and getting revised annual quotes
  • Accreditations – application and maintenance of ISO 9001 & 14001, CHAS & SafeContractor
  • Tenders – co-preparation, co-ordination, and submission
  • Managing the compliance with auditable information – H&S, ISO, GDPR & Fire Risk Assessment
  • Customer PQQs – co-preparation and issuing of the completed documents/forms
  • Contract queries – liaising with the relevant team members, collecting necessary data, preparing reports / documents for customers

Personal Assistant Duties:

  • Diary management - arranging meetings and managing the MD’s schedule
  • Accommodation management – arranging suitable accommodation for travel schedule
  • Team liaison – dealing with day-to-day requests and helping to liaise between team and MD.

  • The ideal candidate will have:
  • prior office management or be ready to take this next step
  • proficiency in office systems, including database management and office organisation
  • good verbal and written communication skills
  • excellent organisation skills, ability to prioritise work effectively and perform under pressure
  • professional telephone manner and excellent customer care skills
  • the ability to maintain strict confidentiality and a strong work ethic
  • positive attitude, the ability to work under own steam and be reliable

16 hours per week / salary depending on experience.

Please apply by email to info@ecotechsystems.co.uk and include your CV and a covering letter.