Office Manager

What will you love about being Rapita’s Office Manager?

As Rapita’s Office Manager, you’ll be at the heart of a growing international software business, keeping our operations smooth, our people supported, and our office running like clockwork. Working with about 50 people, you will have a direct impact on the efficiency and wellbeing of the whole company, from seamless travel for colleagues to helping our finance and operations teams stay on top of the work.  

This is a full-time, office-based role in York. You’ll thrive here if you enjoy variety and working with different people at every level: no two days look the same. One moment you’ll be organizing international travel, then next supporting recruitment, welcoming visitors, or helping maintain accurate financial records. It’s a role with purpose, visibility, and the opportunity to make a meaningful difference across multiple teams.

What you will be doing:

Reporting to the General Manager, and as part of the admin team, the role has 3 related areas: your primary responsibility is the office administration and smooth running of the business, as well as supporting the broader work in the finance and operations teams.  

Office Management & HR Support

As the key administrative role in the business, you will be in charge of making sure that the company operates smoothly, for example:

• Responsible for general business matters including insurance, procurement and office facilities
• Coordinate staff and carry out some HR processes such as absence tracking, recruitment and holiday administration
• Make international travel bookings
• Manage visitors and provide front‑of‑house support (phones, door).

Finance Support

Working with our Financial Controller, you will be assisting with basic bookkeeping and financial tasks such as entering supplier invoices, expense claims and business credit card transactions.  

Operations & Logistics

Working with our Head of Operations, you will be directly supporting our order delivery processes, accurately recording, tracking and supporting the smooth day‑to‑day operations, such as:

• Preparing physical goods, delivery and shipping, and tracking shipments
• Producing delivery documentation including commercial invoices, packing lists, delivery notes and invoices
• Working with customers for electronic delivery and invoicing
• Coordinating agreements and other documents, maintaining good organization and tracking of documents.

What would make you great at this role?

Essential skills & attributes

• Strong attention to detail and high organisational ability
• Experience with general administration (5–10 years)
• Motivated, proactive and able to take ownership
• Strong Microsoft Office skills and computer literacy
• Flexible and comfortable handling a broad range of tasks
• Able to build rapport across all levels and departments
• Ability and capacity to grow with the role and take on more responsibility  
• Good GCSEs/A-Levels (or equivalent) including maths.

Useful skills

• Experience in office administration or PA roles
• Bookkeeping or finance experience
• Experience with booking international travel
• Working in a small company, experience managing a broad set of responsibilities simultaneously.