Office Manager - Signs and Graphics (Ref: SN7275)

LATEST VACANCY! (SN7275)

OFFICE MANAGER- SIGNS AND GRAPHICS

MANCHESTER

HOURS: 8:30AM - 5:00PM

£30K-£32K (DOE) + Pension + Team Bonus Scheme

Our client is a leading Signs and Graphics manufacturer based in the North West specialising in Signage, Banners, Window Graphics, Facias and Flags, Digital Signs, Monoliths, Vehicle Graphics and Car Wraps.

They are looking for a proactive, methodical and organised Office Manager to support day to day operations across their office, production and showroom areas. This is a brand new role and has been established because of their growth and continued development over recent years.

The chosen candidate does not need to come from a signage and graphics background.

Key Responsibilities:

• The Office Manager will oversee administrative operations, manage internal workflows and act as a key liaison between management, sales, production, suppliers and customers.
• The role is ideal for someone who is willing to roll their sleeves up and get involved in all aspects of a small business, someone who thrives in a fast paced, creative environment and enjoys ensuring workflows, processes and people stay on track.
• This is a business-to-business customer relationship role working across multiple vertical markets which involves greeting customers, handling incoming enquiries, working with customers to help define their requirements, assisting the sales and operations teams with administrative duties together with some finance and data responsibilities.
• This is an excellent opportunity to join a small, growing company with an excellent reputation with a fantastic team culture who offer a wide range of benefits and excellent coaching/training and mentorship to help you achieve your goals.
• Manage day to day office operations including daily work-start, job scheduling, supplier management and data/record keeping.
• Maintain organised systems for incoming sales leads, follow up, estimates, job orders, invoices, debt collection and customer service correspondence.
• Assist with HR functions such as onboarding, training, expense management and team communications.
• Co-ordinate with finance for billing, purchasing and expense tracking.
• Point of contact for all incoming enquiries (phone, centre email, walk ins etc.) and where necessary, directing the enquirer to the most appropriate team member.
• Process/action all incoming mail (letter/email) and where necessary pass to most appropriate team member always ensuring confidentiality.
• Assist the sales team as needed (i.e. contacting customers, prospects, suppliers) confirming jobs available for pickup, managing work in progress reporting, labelling, mailing marketing materials, managing the preferred courier contract and ensuring all documentation is updated.
• Contacting suppliers for product pricing, estimate follow up and customer service needs.
• Managing customer expectations by keeping them updated at each stage of their order.
• Managing store account customers, producing estimates and ensuring follow up as and when required.
• Assist accounting by reviewing aged debt reports and customer follow up to ensure payment within agreed terms flagging any outstanding debt with management.
• Order and manage office supplies ensuring departmental needs are always met including postage meter, copier consumables etc.
• Own and maintain the centres Sales Leads log ensuring regular updates and appropriate follow up.
• Own and maintain centre data and database quality control ensuring all records have appropriate and accurate contact information etc.
• Maintain relationships with suppliers and contractors monitoring and scheduling audits/surveys/maintenance ensuring the office and workshop comply fully with Health & safety regulations (Waste Management, Security Systems, Fire Risks, Electrical Testing etc.)
• Monitoring and Audit of Subcontractor compliance documentation and certifications reporting any issues/risk to Management.
• Building management & security including the maintenance of centre appearance ensuring customer facing areas are clean, organised and promote a professional appearance.
• Maintain insurance, licences and company certifications as required.

Requirements/Knowledge/Skills:

• 3+ years of office management/administrative experience
• Strong organisational and multitasking skills
• Happy to work from their centre in Manchester
• Advanced Customer Service experience/skills with consultative approach
• Excellent written and verbal communication, organisation and planning skills
• Self-motivated and uses own initiative
• Used to working in a small, dynamic team - a team player who is passionate about building and maintaining relationships with team members/prospects/customers
• Flexible and persistent
• Ability to meet deadlines
• Competent with IT systems including CRM systems (HubSpot or similar), excel, word, powerpoint, POS systems, Accountancy packages (Xero or similar)