Salary: Competitive + growth opportunities
About MailBakes
MailBakes delivers thoughtful messages and homemade cake slices straight to the letterbox. We’re a fast-growing brand with big ambitions. As we scale, we’re building a team of driven, capable individuals who want to make a real impact.
The Opportunity
We’re looking for a highly organised, proactive Administration Manager to take ownership of our core operations. You’ll manage internal admin, lead three online teams, coordinate bulk orders, and report directly to the founders.
This is a key leadership role with full visibility, real influence, and a clear path to grow with the brand. You’ll improve systems, lead people, and play a hands-on role in scaling a brand with momentum.
What Makes a Good Fit
We’re looking for someone who brings clarity, leadership, and a strong sense of ownership to everything they do. You should be:
* Operationally Sharp & Organised: You create scalable systems, streamline processes, and keep daily operations structured and on track. You thrive on clarity, consistency, and getting things done efficiently.
* Calm, Clear & People-Focused: You communicate well with everyone, from team members to suppliers leading with empathy and structure. Whether managing remote or in-house teams, you bring out the best in people, even in high-pressure moments.
* Proactive & Accountable: You solve problems before they grow, take initiative without being asked, and always act in the brand’s best interest. You take ownership and pride in your work like it’s your own business.
This Role Isn’t for You If…
* You prefer routine over growth: You’re uncomfortable with change, evolving responsibilities, or the pace that comes with a scaling business.
* You need constant direction: You rely on others to tell you what to do, avoid taking initiative, and shy away from giving or receiving feedback, especially when it’s a difficult conversation.
* You avoid structure and pressure: You don’t enjoy systems, admin, or working under time-sensitive conditions like product launches or peak gifting periods.
Key Responsibilities
* Oversee day-to-day admin and operations
* Manage staff rotas, holidays, and payroll inputs
* Supervise three remote teams: Customer Service, Online Operations, and Design
* Lead weekly team check-ins, assign priorities, and track performance
* Manage all bulk orders: client communication, coordination, and delivery timelines
* Produce and maintain daily reports on operations and team performance
* Keep internal systems and documentation updated and organised
* Liaise with external partners (accountants, HR, suppliers)
* Liaise with other department managers to ensure smooth operational alignment and collect regular feedback on team members’ performance
* Coordinate interview scheduling, support the hiring process, and assist with onboarding and development as the team expands
* Support founders with operational coordination and project admin
What We’re Looking For
* Experience: 3+ years in administration, operations, or team management
* Leadership: Proven ability to manage remote and cross-functional teams
* Organisation: Strong time management, structure, and execution skills
* Tech: Proficient with Google Workspace, spreadsheets, and tools like Notion or Trello
* Reporting: Able to produce and analyse daily reports clearly and accurately
* Bulk Orders: Confident coordinating large or custom orders with multiple moving parts
* Hiring & Growth: Comfortable supporting recruitment and onboarding processes
* Mindset: Ambitious, reliable, and excited to grow within a fast-scaling brand
What Success Looks Like in Your First 3 Months
* Remote teams are aligned and operating efficiently
* Daily reporting is consistent, clear, and action-driven
* Admin processes are smooth, documented, and scalable
* Bulk order system is efficient, accurate, and reliable
* Team changes or hires are executed smoothly with strong communication
What We Offer
* A central leadership role in a high-growth brand
* Full autonomy over your area with the ability to influence strategy
* Close collaboration with founders and key decision-makers
* Clear progression path with the brand
* A fast-moving, positive, and supportive team culture
* Free cake (daily)
Presentation & Professionalism
As a key on-site leader, you’ll help set the tone for the workplace. We expect:
* A neat, clean, and professional appearance suitable for a customer-facing, food-safe environment
* A warm, positive energy that reflects our brand values of care, joy, and thoughtfulness
* Confidence and approachability when interacting with team members, visitors, and partners
This isn’t about a strict dress code: it’s about showing up with pride, presence, and professionalism that reflects the MailBakes experience.
Interview Process
* In-person interview at our Liverpool HQ
* Short task or case scenario
Seniority level: Mid-Senior level
Employment type: Full-time
Job function: Project Management and Information Technology
Industries: Retail
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