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International Sales Director at Maltron International Ltd
Maltron International is a leading innovator in the development and manufacturer of advanced impedance-based body composition and fluid assessment medical devices. Our cutting-edge technology empowers healthcare professionals and individuals to make informed decisions about health and wellness. We are seeking a highly organised and proactive Office Manager to join our team and ensure the smooth operation of our office.
The Office Manager will play a pivotal role in managing the day-to-day operations of the office, providing administrative support, and overseeing key financial and stock management tasks. This role requires a highly organised, detail-oriented individual with financial acumen, excellent communication skills, and the ability to multitask in a fast-paced environment. The ideal candidate will have experience in finance, stock management, and office administration, preferably within a medical or technology-related field.
Key Responsibilities:
Office Operations and Supplies Management:
1. Manage office supplies, equipment, including liaising with suppliers and service providers.
2. Act as the first point of contact for visitors, phone calls and emails.
3. Support the team with administrative tasks, including preparing documents.
4. Monitor and replenish office supplies (e.g., stationery, printer ink, kitchen supplies)
5. Maintain and update company records, databases, and filing systems.
6. Use Access Database to raise and produce proforma invoices and final invoices for customers.
7. Ensure all invoices are accurate, properly documented, and sent out in a timely manner.
8. Track invoice payments and follow up on overdue accounts.
9. Process supplier invoices, verify against purchase orders, and ensure timely payments.
10. Process employee expense claims, verify receipts, and ensure timely reimbursements.
11. Organise financial records and support external auditors during audits.
Stock and Inventory Management:
1. Order medical device components and supplies from approved suppliers, ensuring timely delivery and cost-effectiveness.
2. Negotiate with suppliers to secure the best prices and terms.
3. Conduct regular stock checks to maintain accurate inventory levels and investigate any discrepancies.
4. Update stock records in the company’s inventory management system.
5. Monitor stock levels to ensure critical components are always available, avoiding overstocking or shortages.
6. Analyse historical usage data to forecast future stock requirements and ensure adequate supply levels.
7. Collaborate with the production and R&D teams to anticipate component needs for upcoming projects or product launches.
8. Organise and store components in a logical and accessible manner, ensuring compliance with safety and quality standards.
9. Label all stock items clearly and maintain a tidy storage area to facilitate easy retrieval.
10. Maintain a buffer stock of critical components to mitigate risks from supply chain disruptions.
11. Develop contingency plans for sourcing alternative suppliers in case of emergencies.
Quality Assurance:
1. Ensure all received components meet quality standards and are properly documented.
2. Report any discrepancies or issues with orders to the relevant team members.
Supplier Relationship Management:
1. Build and maintain strong relationships with suppliers to ensure reliable delivery and competitive pricing.
2. Evaluate supplier performance regularly and address any issues related to quality, delivery times, or pricing.
3. Source new suppliers when necessary to diversify the supply chain and reduce risks.
Stock Receiving and Inspection:
1. Receive and inspect incoming shipments to ensure they match purchase orders and meet quality standards.
2. Document any discrepancies or damages and communicate with suppliers to resolve issues promptly.
Inventory Tracking System:
1. Maintain an up-to-date and accurate inventory tracking system (e.g., using software like Access Database, Excel, or specialised inventory management tools).
2. Regularly audit the system to ensure data accuracy and resolve any discrepancies.
Regulatory Compliance:
1. Ensure all inventory management practices comply with industry regulations and standards, particularly for medical device components.
2. Maintain proper documentation for audits and regulatory inspections.
Cost Control:
1. Identify opportunities to reduce costs without compromising quality or availability.
2. Monitor inventory-related costs, including storage, shipping, and handling fees.
Event Coordination:
1. Coordinate logistics for conferences, trade shows, and client visits.
Health and Safety Compliance:
1. Ensure the office complies with health and safety regulations.
2. Act as the primary point of contact for any office-related emergencies.
Qualifications:
1. Proven experience as an Office Manager, Admin Assistant, Executive Assistant, Project Management Officer, Clinic Coordinator, Legal Secretary or similar role.
2. Strong organisational and time-management skills.
3. Proficiency in Microsoft Office (Word, Excel, PowerPoint, Outlook) and office management software.
4. Experience using Access Database for invoicing and financial record-keeping.
5. Experience in stock management, preferably in a medical or technology-related field.
6. Excellent written and verbal communication skills.
7. Ability to work independently and prioritise tasks effectively.
8. Experience in the medical device, healthcare, or technology industry is a plus.
9. Organization: Managing schedules, resources, and tasks efficiently.
10. Communication: Interacting with colleagues, clients, and suppliers professionally.
11. Problem-Solving: Addressing issues and finding solutions quickly.
12. Leadership: Coordinating teams and fostering a positive work environment.
13. Technical Skills: Proficiency in office software, financial tools, and inventory systems.
How to Apply:
If you are a highly organized and motivated individual with a passion for supporting a dynamic team, we would love to hear from you! Please submit your resume and a cover letter detailing your relevant experience to naseem@maltronint.com with the subject line “Office Manager Application – [Your Name].”
Maltron International is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees.
Seniority level
* Entry level
Employment type
* Full-time
Job function
* Administrative
* Industries: Medical Device
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