Office Manager
Location: Swansea
Employment Type: Full-time - Permanent
Salary: £35,000 - £40,000 Per Annum
About the Role
We are hiring an experienced Office Manager with strong operational management, and financial background to support a growing e-commerce and wholesale business.
This is a hands-on role suited to someone confident working with Sage, Amazon FBA bank reconciliations, foreign currency payments, and UK and international VAT.
Key Responsibilities
Office & Operations Management
*General office management and administration.
*Staff attendance tracking and annual leave recording.
*Sales agent commission calculations and payment processing.
*Ordering office, warehouse, and operational supplies.
*Acting as a key point of contact for incoming calls and emails.
*Maintaining accurate digital and physical filing systems.
Imports & Exports / Logistics Administration
*Coordination of imports with freight forwarders, including foreign currency invoices.
*Verification of CDS customs declarations, commodity codes, values, exchange rates, and VAT treatment.
*Recalculation of freight invoices for differing VAT or tax codes.
*Creation of export documentation using UPS WorldShip.
*Arrangement of international collections following payment confirmation.
Purchase Ledger / Supplier Accounts
*End-to-end purchase ledger management, including invoice processing and authorisation.
*Matching supplier invoices to manifests, quotes, and PDQ transactions.
*Posting invoices, journals, and adjustments to Sage.
*Preparing and processing weekly and monthly supplier payment runs.
*Making and reconciling foreign currency supplier payments in USD and EUR.
*Supplier statement reconciliations and query resolution.
*Amazon FBA accounting, including reconciliation of sales, fees, settlements, and foreign currency transactions.
*Liaison with HMRC regarding UK, EU, and international Amazon FBA VAT matters.
Customer Accounts (Wholesale & Retail)
*Raising daily sales invoices, checking margins, VAT, delivery charges, and currency accuracy.
*Monitoring incoming payments via bank transfer, PDQ, and Viva Payments.
*Allocating receipts in GBP, EUR, and USD to customer accounts on Sage.
*Maintaining accurate sales ledger records and debtor reports.
*Credit control, statement issuing, and debt chasing.
*Processing credit notes for returns, missing, or faulty goods.
*Managing WooCommerce order and invoice updates.
*Reconciliation of Viva wallet and multi-currency retail payment platforms.
Key Skills & Experience
*Proven experience as an Office Manager, Accounts Manager, or Operations Manager.
*Strong working knowledge of Sage accounting software.
*Hands-on experience with multi-currency, including USD and EUR transactions and payments.
*Demonstrated experience with Amazon FBA accounting and reconciliations.
*Solid understanding of UK VAT, import/export VAT, and HMRC processes.
*Experience in e-commerce, wholesale, or multi-channel retail environments.
*Strong reconciliation, ledger management, and financial reporting skills.
*Excellent organisational and communication abilities.