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Office Manager/Bookeeper

Posted 22 February by Mash Recruitment Easy Apply Ended

Office Manager/Studio Manager/Bookeeper

We are looking for an experienced Office or Studio Manager to work at an International art consultancy and studio which creates bespoke and made to order art. This role is a key position within the company. The position involves overall coordination of a number of functions, communication with clients and overseeing work in the absence of both joint Managing Directors. The latter represents a key deliverable, since both Directors are frequently absent from the office at client meetings.

Key responsibilities of this role

  • Take responsibility for first line telephone answering, ensuring messages are recorded in an accurate and efficient manner, and communicated in a suitable time frame
  • Communicate with clients regarding certain jobs, updating on progress and managing client queries
  • Take responsibility for all purchase ordering, ensuring all records are kept up-to-date
  • Liaise with main suppliers and follow up on delivery deadlines for ordered materials
  • Manage delivery companies to ensure deadlines are met for incoming goods and final products out
  • Coordinate with staff to ensure jobs are achieving timetable, frequently up-dating the two main company Directors
  • Manage the coordination process in the absence of the Joint Managing Directors to ensure timetables are met
  • There may be a requirement to take responsibility for the company’s bespoke Costing and Quotation System (order processing system, to prepare product costings, client quotes, proforma invoices, sales orders and invoices)

Additional Duties include:

Specific financial duties include:

  • Matching purchase invoices to delivery notes, checking accuracy of purchase invoices and entering purchase invoices into Sage line 50
  • Generating sales invoices for orders shipped
  • Checking and preparing pieceworkers’ monthly pay schedule (the work they have done in the month and the value of that work, with hours worked and hourly rates) to support the accounts department
  • Posting cash received to sales ledger (Sage line 50)
  • Generating monthly sales statements, reviewing with Directors and liaising with clients regarding payments due

If you have relevant experience and this sounds like the right role for you then please apply for this position.

Reference: 34392899

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