About Us
We are Love Water, a dynamic and growing company focused on Drinking Water Systems. We’re seeking a motivated and organised Office Manager to join our team to oversee the daily operations of our office. The ideal candidate will possess strong administrative skills and have extensive knowledge of sales ledger, a keen eye for detail, and the ability to manage a team effectively and work efficiently. This role is crucial in ensuring that office functions run smoothly and efficiently, providing support to both staff and management.
Key Responsibilities
Manage day-to-day office operations, ensuring a productive work environment.
Sales Ledger
* Invoicing: Check and generate weekly and monthly invoices and create weekly and monthly reports to ensure all items have been invoiced.
* Credit Control: Sending weekly reminders and follow up on problem accounts.
* Invoicing Support: Deal with invoice queries as needed. 1st line for checking accounts email and distributing emails as necessary.
* Invoicing Breakdown: Send monthly Excel invoice breakdowns to Key Accounts monthly.
* Cooler Installs: Input and reconcile coolers onto customer accounts monthly.
* Usage Reports: Create and send usage reports to Key Accounts monthly.
* Contract Closures: Manage tasks associated with the final section of ending contracts.
* Reconciliation & Delivery Checks: Ensure all reconciliation, trips, and delivery tickets are completed at the end of each month.
* 3rd Party Water Deliveries: Create and reconcile third-party water deliveries every week.
HR
* Payroll Calendar and Employee Records: Create and manage a monthly calendar report for payroll weekly to show staff holidays and absences for approx 21 staff.
* Support HR and finance departments: with onboarding, payroll, and employee documentation. Review contracts as necessary and assist in any HR issues.
General Office
* Managing Admin Team: Oversee and support the administrative team in their daily tasks, implementing office policies and procedures to enhance operational efficiency.
* IT Issues: First line for following up with IT support company on any IT issues.
* Health & Safety: Perform regular health and safety checks.
* Accreditation Paperwork: Manage yearly accreditation paperwork for one of our major clients and steer annual audit for trade accreditation.
* Petty Cash: Handle a small £300-£400 petty cash float and maintain a corresponding spreadsheet to pass to purchase ledger.
* Customer Issues: Review and follow up on the customer issues event list as needed.
* Maintenance Coordination: Organise and schedule trades to come on site for maintenance and improvements.
* Manage Office Supplies Inventory: Liaise with vendors for procurement needs.
* First Aider: Act as a designated first aider on site.
Qualifications
* Proven experience in an office management and sales ledger or similar administrative role.
* Strong supervisory skills with experience in team management.
* Excellent organisational abilities with attention to detail.
* Effective communication skills, both verbal and written.
* Familiarity with human resources practices is an advantage.
* Competence in clerical tasks including document preparation and record keeping.
* Ability to multitask and prioritise workload in a fast-paced environment.
* Basic knowledge of HR and finance processes essential.
* Basic knowledge of Excel essential.
* Knowledge of Sales Ledger functions.
* Ability to work independently and handle confidential information responsibly.
* Friendly, approachable, and able to foster a positive office atmosphere.
Why Join Us?
* Competitive salary and benefits package.
* Opportunities for professional development and growth.
* A supportive and collaborative work culture.
If you are a motivated individual with a passion for office management and team leadership, we encourage you to apply for this exciting opportunity to contribute to our organisation's success.
Please submit your resume and a brief cover letter detailing your experience and why you’re a great fit for our team.
Love Water is an Equal Opportunity Employer. We celebrate diversity and are committed to creating an inclusive environment for all employees.
Job Types: Full-time, Permanent
Pay: £30,000.00-£34,750.00 per year
Benefits:
* Company pension.
* Employee discount.
* Free parking.
* On-site parking.
Schedule:
* Monday to Friday.
Experience:
* Human resources: 1 year (required).
* Supervising experience: 1 year (required).
* Administrative experience: 1 year (required).
* Team management: 1 year (required).
Work Location: In person.
Reference ID: OFFMAN.
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