TITLE: Office Manager
POSITION: Permanent, Full-time Mon-Fri
SALARY: £32k - £35k per annum
STARTING: Immediately
LOCATION: Fernhurst, West Sussex
About Us
KIBRE are a dynamic and innovative interior design company, with offices in London and West Sussex, that work across residential, commercial and Built-to-Rent, with the ambition of expanding into new sectors and markets. We are a unique business that specialises not only in Interior Design, but we also design and manufacture bespoke furnishings to complete the perfect look and fit for our projects, and we run all procurement and installation logistics in-house.
We are looking for a highly organised and proactive Office Manager to join the team in the Fernhurst Office & Warehouse, and play a key role in co-ordinating and managing the two offices, whilst also assuming important financial and logistical responsibilities to support in the growth and success of the business.
Why Join Kibre?
- Culture of Innovation: Be part of a team that values creativity and pushes the boundaries of design and operational excellence
- Ambitious Growth Plans: Engage with exciting new sectors and markets, playing a crucial role in our expansion strategy
- Inclusive Environment: Join a company that celebrates diversity, respects every team member, and fosters a collaborative and supportive workplace
- Craftsmanship and Quality: Work with a team that takes pride in meticulous craftsmanship and delivering exceptional quality in every project
Responsibilities
Office Management
- Maintaining a well-organised & efficient office environment across the London & Fernhurst offices
- Liaising with managing agents on matters regarding the lease and operation of the two offices
- Taking responsibility for all utilities contracts across both offices
- Working with our H&S advisor to maintain standards across both offices
- Responsibility for maintenance & repairs for our fleet of company vehicles
- Organising company events
- Assist in organising team travel arrangements
- Coordinating office supplies, equipment & facilities maintenance across both offices
- Maintain & update company records & filing systems
- Assist in diary management to help maintain of flow of communication between both offices
Operations & Logistics
- Assist the Operations Manager (OM) in managing the process for furniture replacement orders - quoting, placing orders with suppliers and tracking progress
- Assist the OM with warranty claims - liaising with suppliers, identifying solutions and communicating actions with the client team
- Support the OM in maintaining Kibre's stock management system
- Assist in checking and organising deliveries in to the warehouse
- Working with Kibre's Design Team to track deliveries for goods ordered, and update procurement schedules on deliveries received
- Working with the Design Team & Project Manager in arranging deliveries to Project sites
Finance
- Creating & sending invoices through Xero Accounting Software (basic training to be provided)
- Overseeing company expenses card system & chasing receipts
- Ensuring VAT receipts are requested and submitted to bookkeepers each month
- Diarise and schedule large project-related payments & invoices
- Uploading bills payable to Kibre's payment system and creating weekly pay runs
- Chasing overdue invoices
WHAT ARE WE LOOKING FOR?
- A driven, motivated and energetic person who isn't afraid to take ownership of a task
- A proactive & positive attitude
- Legally able to work in the UK
- Fluent in spoken and written English
- Proven experience in a similar role
- Excellent MS Office skills
- Able to show discretion & handle confidential information
- Full UK driving license, living within a 45 minute commute to GU27
- Highly organised & methodical
- Strong attention-to-detail and ability to multi-task efficiently
Please note this is an office-based, in-person role and due to our semi-rural location, a driving license and access to a car is a must.