Robyn Soutar

Office Manager with over 10 years' experience supporting business operations across facilities management, logistics and transport environments. Experienced in coordinating reactive workloads, managing business administration, supporting financial processes, leading HR activities and assisting with Health & Safety compliance. Skilled at balancing multiple priorities within fast-paced operational environments while building strong relationships with customers, colleagues, contractors and senior management.

Confident using CAFM systems including BigChange, ServiceChannel and E-Logs, alongside finance systems including Xero, AutoEntry and Coupa. Recognised for delivering practical solutions, maintaining high standards of organisation and ensuring the smooth day-to-day running of business operations. Seeking a new opportunity where I can continue to develop my skills, contribute to business success and take on new challenges within a dynamic organisation.

Office Manager | HR, Finance & Compliance at Palmer & Co Ltd (2025-01 – Present)

Lead the day-to-day management of a busy facilities management company, supporting senior management across operations, HR, finance and Health & Safety while coordinating reactive works in a fast-paced environment.

• Coordinate reactive maintenance works, allocating engineers and resources while adapting schedules to changing customer and operational priorities.
• Manage business administration using CAFM systems including BigChange, ServiceChannel and E-Logs, ensuring work orders, documentation and operational records remain accurate and up to date.
• Support financial operations through purchase order management, invoice processing and accounts administration using Xero, AutoEntry and Coupa.
• Manage a high-volume shared inbox, acting as a key point of contact for customers, suppliers and subcontractors, resolving enquiries and maintaining excellent service standards.
• Lead HR administration across the employee lifecycle, including recruitment, onboarding, absence management, return-to-work meetings, probationary reviews, disciplinary investigations, performance management and employee development.
• Manage recruitment for both operational and office-based positions, coordinating interviews, inductions and training for new employees.
• Support the company's Health & Safety function by preparing RAMS, managing client permits, coordinating Health & Safety meetings, maintaining compliance records and assisting with the planning of internal and external training programmes.
• Produce reports for senior management, maintain confidential records and successfully balance multiple competing priorities within a demanding operational environment.

Administration & Accounts at JCC Logistics Ltd (2022-01 – 2025-01)

Provided operational, financial and HR support within a busy logistics company, ensuring the efficient day-to-day running of business operations.

• Managed bank reconciliations, profit reporting and invoice processing using Xero and QuickBooks.
• Supported payroll, VAT preparation and financial administration.
• Managed fleet administration, vehicle maintenance scheduling and insurance documentation.
• Coordinated recruitment campaigns, interviews, onboarding and compliance checks.
• Planned driver rotas and supported operational scheduling.
• Maintained employee records and supported HR administration.
• Liaised with customers, suppliers, insurance providers and external stakeholders.
• Investigated customer disputes and resolved operational issues efficiently.

Depot Operations Administrator at DPD UK (2014-01 – 2022-01)

Progressed through several operational and administrative roles supporting one of the UK's largest parcel delivery networks.

• Managed payroll, depot administration and cost reporting.
• Maintained fleet compliance, servicing schedules and vehicle records.
• Administered personnel files, disciplinary documentation and training records.
• Conducted driver compliance checks and quality audits.
• Supervised operational teams and supported daily depot activities.
• Managed customer enquiries and resolved delivery issues.
• Coordinated drivers and monitored daily operational performance.

Goods In Administrator at DHL Supply Chain (2013-01 – 2014-01)

• Managed goods receipt and inventory administration.
• Liaised with suppliers regarding deliveries and documentation.
• Processed warehouse paperwork and maintained accurate records.

Diploma in Forensic Psychology – Glasgow Caledonian University

BA (Hons) in Psychology – University of the West of Scotland