Title: Office Manager (Part-Time)
Location: Nottingham, UK (On-site)
Hours: 24 hours per week | Monday–Thursday, 10:00–16:00
Company: Optio Systems (Valstone Portfolio)
About Optio Systems:
Optio Systems — formed through the merger of DSL and Datastor — is a leading provider of process control software, trusted by nearly 200 manufacturing sites worldwide. Around 70% of our customers are in the UK & Ireland, with the remainder spread across North America and beyond. While we are a long-established partner to the animal feed industry, our software is increasingly powering other sectors including paints and specialist chemicals.
About the Role:
Optio Systems is seeking a reliable and organised part-time Office Manager to take ownership of day-to-day office operations at our Nottingham site. This is a varied, hands-on role — the successful candidate will be the central point of contact for operational and administrative matters, supporting internal teams, centralised finance and HR functions, and external stakeholders across a broad range of tasks.
The role works closely with an equivalent Office Manager based at our Congleton site, together providing joined-up operational and administrative support across both offices. Given the breadth of the position, we are looking for someone who is comfortable working independently across multiple systems and stakeholders, and who takes genuine ownership of the areas they are responsible for.
Responsibilities
Office Operations & Administration
• Manage day-to-day office operations and ensure the Nottingham workplace runs smoothly.
• Order and maintain office supplies and equipment, managing relevant supplier accounts.
• Handle building and landlord queries, acting as the on-site point of contact.
• Manage office subscriptions, the company card, and a group register of all active subscriptions.
• Coordinate car hire, documentation for exporting goods, and other operational systems.
• Manage contract renewals for utilities, telephony, rent, and other non-staff costs.
• Liaise with suppliers, contractors, and service providers on behalf of the business.
• Act as the primary point of contact for supplier, customer, and employee queries.
Finance and Invoicing Support
• Act as the main company contact for centralised finance during month-end; consistent availability during the 2–3 working days before and after month-end is a firm requirement of the role.
• Manage monthly invoice identification and generation from Harvest for processing in NetSuite.
• Manage WIP data imports from Harvest and support centralised finance with reconciliation queries.
• Oversee NetSuite Purchase Order entries and AR escalation.
• Prepare a monthly analysis of jobs completed vs. budget for discussion with the leadership team.
• Manage the company’s annual R&D tax credit claim.
Inventory Control
• Manage quarterly inventory checks across the Group and be on-site for the year-end auditor count.
• Maintain the manual inventory check-out sheet and ensure delivery notes are saved for audit purposes.
• Create inventory KITs in the system for invoicing purposes.
Payroll & HR Administration
• Compile Nottingham payroll additions and submit to centralised HR for processing.
• Send onboarding and offboarding notifications to the benefits broker for healthcare administration.
• Oversee Nexonia onboarding for new starters.
Health, Safety & Compliance
• Coordinate with the SHEQ Manager on office maintenance, health & safety support, and ISO requirements.
• Assist with fire safety administration.
Qualifications
• Experience — Proven experience in an office management or senior administrative role.
• Finance Administration — Experience with billing and invoicing; comfortable using software systems for data entry and administration.
• Organisation — Strong organisational skills with the ability to manage competing priorities without close supervision.
• Location & Availability — Based in or able to commute to Nottingham daily. Available Monday to Thursday, 10:00–16:00, with consistent availability during month-end periods.
Preferred Qualifications
• Experience managing an individual or small team.
• Experience automating back-office processes.
• Familiarity with Harvest, NetSuite, or HubSpot.
• Experience working in a technology, engineering, or professional services environment.
Who Fits This Role
We are looking for a proactive, self-motivated individual who takes genuine ownership of their responsibilities and is comfortable managing a wide variety of tasks independently. The ideal candidate will be highly organised, a clear communicator, and confident building working relationships with colleagues and external stakeholders at all levels.
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