Office Support Manager

  • Location
    City Of London, Greater London
  • Salary
    £ 22000 - £ 23000 / Year
  • Category
    Office and Secretarial - Administration Manager
  • Job type
  • Industry
    Office and Secretarial
  • External Reference

Office Support Manager

Location: Farringdon, London

Salary: £22,000 - £23,000 per annum

Type: Permanent / Full-Time

My client is one of the fastest growing promotional merchandise and retail activation agencies in the industry. They are seeking an office support manager to help keep their financial and commercial reporting up to date, helping the team to focus on design and production.

My client is seeking someone with strong admin skills, ideally with experience with basic accounting. This person must be numerically literate and able to quickly understand the trading needs of a business. We are a creative business, so we need someone dynamic and supportive to help us keep our business organised.

The role is split into three key areas:

1) admin support to support senior staff

2) general office management, managing key suppliers inc stationary, cleaners, events etc

3) customer services, managing client accounts to ensure customers are responded to

Key responsibilities:

  • Liaise with external suppliers and shipping partners to ensure timely deliveries

  • Customer / Client Inbox Management

  • General Office Administration

  • Financial Administration

  • Courier and Buying Support

  • Maintain and update sales and customer records, including weekly updating of the trading document ensuring it is up to date with correct delivery dates and accurate GP taken

  • Communicate important feedback from customers internally

  • Process quotations and orders via email or phone, in a timely manner and keeping clients informed if information on pricing/lead times is taking longer than estimated to come back

  • Receive emails with questions and complaints, respond accordingly to fix

  • Escalate issues to management

  • Co-ordinate refunds/returns process via Sage, and keep track on excel

  • Liaise with Logistics team in regards to any logistical problems

  • Manage all weekly vendors and delivery contacts (cleaner/water/Office supplies)

  • General office tidying / maintenance ensuring that boxes etc are put away correctly

  • Ensuring that supplies are fully stocked

  • Prepare meeting room for any external meetings

  • Inputting PO's to the system

  • Creating order confirmations for clients

  • Creating delivery notes and shipping documents for external forwarders

  • Own the billing calendar for monthly fee payments

  • Generating invoices for the finance team - ensuring billing to clients is on track

  • Coordinating with finance team, keeping track of payments, ensuring clients pay on time and chasing overdue payments

  • Ensuring any inbound invoices are accounted for within orders in sage, checking these against pre-approved costs in the coster, and approving these for payment by the Finance team

  • Keeping orders up to date with costs and dates, and any buffer is removed when closing the order

  • Working closely with the finance team to ensure accurate GP has been recorded for historical orders

  • Inputting expenses to the business into relevant orders and reporting back to account managers when sample/shipping/expense costs increase above the estimated amount

  • Processing Management monthly expense reports and following up accordingly with the team in regards to any missing invoices or job numbers

  • Book couriers as needed by team ensuring allocation to job numbers

  • Ensure that any courier issues are resolved e.g. redirecting deliveries

  • Action invoices from couriers onto promo office

  • Basic purchasing support to senior team both office supplies and branded merchandise

Adecco acts as an employment agency for permanent recruitment and an employment business for the supply of temporary workers. The Adecco Group UK & Ireland is an Equal Opportunities Employer.

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To speak to a recruitment expert please contact Ria Abbot Bailey