Office Manager - Gibraltar

Job description

OFFICE MANAGER FOR GIBRALTAR

We are seeking a highly organised and proactive Office Manager to oversee the day-to-day running of the office while supporting operational, HR, finance, and administrative functions across the business.

This is a varied and hands-on role suited to someone who thrives in a fast-paced environment, enjoys taking ownership, and can confidently manage multiple priorities. The successful candidate will play a key role in ensuring smooth office operations, supporting staff and management, and contributing to the ongoing development of operational and financial processes.

As a small office of c25 people the applicant will be a vital member of our team.

Key Responsibilities

Office & Operations Management

• Manage the smooth day-to-day operation of the office environment
• Coordinate office facilities, suppliers, contractors, and service providers
• Liaise with local suppliers
• Maintain office systems, supplies, equipment, and operational procedures
• Support health & safety compliance and office security processes
• Organise internal meetings, travel arrangements, and team logistics
• Drive continuous improvements in office administration and operational efficiency

HR, Payroll & Staff Support

• Coordinate onboarding and induction processes for new employees
• Liaise with Government Employment Departments and relevant agencies
• Support internal HR administration and employee records management
• Assist with payroll preparation and monthly payroll coordination
• Maintain confidential employee documentation and compliance records
• Support staff wellbeing initiatives and internal communications

Company Secretarial & Compliance

• Manage company secretarial responsibilities and statutory filings
• Prepare and file annual returns with the relevant governing bodies
• Process director appointment and resignation forms
• Maintain company records and corporate documentation
• Ensure compliance with relevant company regulations and administrative requirements

Finance & Resource Planning Support

• Assist with budgeting, cost tracking, and resource planning activities
• Support finance administration including purchase orders, invoices, and expense management
• Help monitor operational costs and supplier budgets
• Work closely with management teams to support financial planning and reporting

Marketing & Events Support

• Provide administrative support for marketing initiatives and campaigns
• Assist in coordinating company events, client meetings, and internal functions
• Support branding, communications, and promotional activities where required
• Liaise with external vendors and venues for events and corporate activities

Skills & Experience Required

• Strong organisational and multitasking skills
• Excellent communication and interpersonal skills
• Strong attention to detail and problem-solving ability
• Proficiency in Microsoft Office and office management systems
• Ability to handle confidential information professionally
• Self-motivated with the ability to work independently and as part of a team

Desirable

• Previous experience in an Office Manager, Operations Coordinator, or similar role
• Experience supporting HR, payroll, or finance administration
• Knowledge of Companies House filings and company secretarial duties preferred
• Experience supporting budgeting or finance processes
• Familiarity with procurement or supplier management
• Experience in event coordination or marketing administration
• Interest in developing into a broader operations or finance role

Your input

• Onboarding staff, liaising with the Government Employment Department, internal HR and payroll
• Company secretarial duties eg filing the annual return to companies house, director appointment forms etc
• Ensuring the office runs smoothly including liaising with local suppliers and the UK procurement and security teams
• Supporting marketing and events
• Supporting the team on budgets and resource planning with a view to developing them into having a finance role too