EXCITING OPPORTUNITY: OFFICE MANAGER
Join Sylvia Newman Garden Design Ltd
December 2024
ABOUT US
At Sylvia Newman Garden Design Ltd, we are market leaders in garden architecture in the Cambridge area, offering high-end, turnkey design and build services. Our projects range from private gardens to commercial landscapes, and we’re known for our signature commitment to style and excellence. From consultancy and design to planting and construction, we create bespoke outdoor spaces that inspire.
WHY JOIN US?
We are seeking an experienced and self-motivated Office Manager to join our dynamic team in Longstanton. This is a full-time role, Monday to Friday, 9am to 5pm (37.5 hours per week).
As Office Manager, you will play a key role in streamlining office practices, driving operational efficiencies, and delivering exceptional client service. This position offers a fantastic opportunity to grow with a company that values innovation, precision, and team collaboration.
Salary: Starting at £30,000 per annum
Start Date: Ideally February 2025
KEY TASKS AND RESPONSIBILITIES
1. Finance and Accounting
* Process supplier invoices and manage payment runs.
* Raise sales invoices and monitor aged debtors.
* Reconcile supplier statements and manage monthly payments.
* Handle subcontractor weekly pay processes.
* Update Sage Excel reports (e.g., aged debtors, purchase daybook).
* Download and import QuickBooks/SFY data into Sage.
* Manage QuickBooks Time (Tsheets) and SFY user administration.
2. Administration and Office Operations
* Manage post and deliveries.
* Update and maintain CRM spreadsheets.
* Manage client accounts and keep checklists up-to-date.
* Create and manage spreadsheet templates (e.g., BoQ, current orders).
* File invoices and reconcile BOSB.
* Maintain project codes and input Purchase Ledger data.
* Schedule appointments, maintain diary entries, and set admin reminders.
* Answer telephone calls and handle general inquiries.
* Organize and issue tools, clothing, and office stock.
* Carry out general build-related admin, including creating site books and managing Fuelgenie reports.
3. Human Resources and Compliance
* Administer HR tasks, including drafting contracts, issuing job offers, processing leavers, and managing pay adjustments.
* Calculate holiday entitlements for staff, including new starters, leavers, and Christmas arrangements.
* Manage holiday bookings on QuickBooks, calendars, and notify staff.
* Handle return-to-work forms and accident reporting.
* Track staff timesheets and verify against CCTV records.
4. Facilities Management
* Oversee office facilities, including the management of cleaners.
* Ensure compliance with import regulations (e.g., plants, Soltec).
* Manage maintenance-related admin tasks.
5. Client and Team Support
* Create Waypoints for new clients (RAM).
* Log, circulate, and follow up on new leads.
* Organize and take minutes for team meetings.
WORK EXPECTATIONS
* Accuracy and Attention to Detail: Ensure all tasks are completed with high accuracy and precision.
* Proactivity: Identify areas for improvement in processes and suggest efficiencies.
* Communication: Maintain professional and clear communication with team members, suppliers, and clients.
* Team Collaboration: Work effectively within the team while also being able to operate independently.
SKILLS REQUIRED
* Strong IT skills, including Sage, QuickBooks, Excel, and Outlook.
* Proven ability to manage multiple tasks and deadlines.
* Excellent organizational skills with a high level of attention to detail.
* Familiarity with HR processes and financial systems.
* Ability to adapt and problem-solve in a dynamic work environment.
WHAT WE OFFER
* A collaborative and supportive work environment
* Opportunities to develop your skills and shape office processes
* The chance to work with a team that’s passionate about design and innovation
Job Types: Full-time, Permanent
Pay: From £30,000.00 per year
Benefits:
* Free parking
* On-site parking
Schedule:
* Monday to Friday
Work Location: In person
Expected start date: 03/02/2025
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