office manager Mytchett, England
Job description
Office Manager
Full time Permanent position starting immediately.
Would You Like to Join Our Team?
Surrey Wrought Iron is a small family run business, passionate in providing high quality bespoke ironwork and automated gate systems. We are committed to providing an efficient professional service for our clients and providing them with the high level of service expected. There are opportunities to grow professionally, learn new things, and to build a successful career and become part of our team.
In this role you will be responsible for the day to day running of the office and will be working alongside and supporting the Directors. You will be a crucial part of the business, running the Sales, Operations, Accounts, and
Maintenance sector of our business alongside the Directors to ensure all areas are completed smoothly, efficiently, and safely. The role will include keeping track of information, updating and maintain spreadsheets and databases to ensure we have accurate recording, ensure time frames are met and provide performance information. Ensuring projects are within their estimated lead time and organising install slots. In addition, you will support the administration of our Technical Director, taking information to provide reports, liaise with homeowners and property managing agents, to disseminate information and build support in relation to the upkeep of their automated gate system.
You will be highly organized and willing to take responsibility and use initiative; comfortable in setting your own priorities and meeting deadlines. You will make sure that everything is in place to guarantee that all runs smoothly for the processes and teams you support.
Excellent interpersonal skills are essential along with a high level of written and oral communication skills. You will have experience of working with highly confidential information in a customer focused environment and can work under pressure and to tight deadlines.
Within this role you will work as part of a team to:
Operation/daily Duties
- Be the first point of contact for all clients and be responsible for assisting with their request in a consistently professional, friendly, and attentive manner.
- Answer all telephone enquiries in a professional and friendly manner as per our company procedures.
- Ensure the fast and accurate response to all enquiry requests received via phone and email for new and existing clients by sorting, collating, quoting, updating, booking in engineer visits, and transferring the information into SWI’s computer system.
- Monitoring daily operations and engineer’s diary
- Manage Directors Diary
- Execute clients’ requests and third-party enquiries with great attention to detail and without delay
(Organising call outs for electrician, architect ect)
- Communicate with incoming emails/phone calls from our contracted suppliers and provide all services promptly as requested.
- Welcoming visitors to the office and assisting them with their enquiry.
- Liaising with Engineers
- Liaising with Suppliers
- Ensure that the brand standards are implemented and upheld across all documentation.
- Keep the Company database up to date with clients’ details.
Sales duties
- Provide and create bespoke comprehensive quotations for Automatic Gate systems and Manual
Ironwork/budgetary quotations/Xero generated quotes, and Fault Reports in a timely manner.
- Liaise with suppliers obtain competitive pricing information/and or invoices required.
Account duties
- Coordinate daily payments and raise invoices.
- Update spreadsheets for all orders/work in hand.
- Post invoices, reconcile invoices
- Provide statements
- Debt collecting
- preparing aged debtor list
- VAT returns.
- Prepare Monthly fuel Return.
Service and Maintenance Duties
- Monitor and maintain Servicing for existing and new installs.
- Prepare and complete Service reports.
- Update company documentation continuously.
Ad Hoc PA tasks for Directors
- Plan in-house or off-site activities, including Christmas and Summer Party
- Arrange team breakfasts.
- Organise birthday cards, cakes, and gifts.
- Buy and arrange delivery of client cards and gifts.
- Provide flexibility to offer holiday cover as and when needed, to cover the hours of the employee/Director.
- Order stationary/equipment
- Post any documents/packages.
- Maintain the office condition and cleanliness and arrange necessary repairs.
Admin
- Monitor/Complete/Display up to date company accreditations paperwork/records/certification for all areas necessary including Health & Safety
- Monitor/update DBS checks, accreditations, and certifications for employees
- Ensure business certification is up to date and provided to Managing agents where required.
- Vehicle Management (servicing/MOT/TAX)
Business Progression Tasks
- Lead, motivate and continuously develop the team’s performance, to increase efficiency, quality, and capability.
- Using existing processes and creating new processes to assist with Job role and improve efficiency.
- Input to improving the overall performance and efficiency of the business.
- Training and implementing processes.
Must be competent and have a solid understanding in the following software:
❖ Excel
❖ Word
❖ Xero
❖ Outlook
❖ Photoshop (not essential)
ESSENTIAL
- Strong administration, organisational skills
- Strong attention to detail and level of accuracy
- Excellent written and oral communication skills
- Customer focus
- Ability to work shifts, including weekends if required.
- An interest in ironwork fabrication and/or Automation
- Proficient in the use of Microsoft Office
- Must be able to work as part of a team.
- Full 5-year employment/educational history required.
- Must be able to obtain a clear DBS certificate.
- Must have resided in the UK for the last 5 years.
About you
- Previous experience in a similar Operational, customer service or business-related role
- Able to deal with unexpected situations in a calm, logical way.
- Strong communication skills
- Dynamic
- Multitasker
- Flexible
- Proactive
- Flexible to work shifts (holiday cover)
What we can offer you:
- Competitive salary
- 25 days holiday per annum (pro-rata), plus statutory public holidays.
- Workplace pension scheme with contributions up to a set amount
- You'll also get all kinds of other great perks, like social events.
Job Type: Full-time
Salary: £27,000.00-£33,000 per annum depending on experience
Hours: 42.5 hours a week / Mon-Fri 8am – 5pm.
Permanent Place of work is at the office, based in Mytchett, surrey.
Job Type: Full-time
Salary: £27,000.00-£33,000.00 per year
Benefits:
- Company events
- Company pension
Schedule:
- Monday to Friday
Ability to commute/relocate:
- Mytchett, GU16 6ES: reliably commute or plan to relocate before starting work (required)
Work Location: In person
Application deadline: 30/07/2023
Reference ID: OM010723
Expected start date: 17/07/2023
