Office Assistant

Role: Office AssistantReporting To: Head of Sales & Client Relations Hours: Full Time, Permanent (35 hours, 9am to 5pm, Monday – Friday) We will consider applications for slightly reduced hours or flexibilitySalary: £23,000 paLocation: Quarry Wood, Aylesford, Kent ME20 7UB with potential for occasional home working_________________________________________________________________________________________________________________________About Cashmere Caveman Co, WildKitchensCashmere Caveman Co, Wild Kitchens (CCCWK) was founded by Guy Ritchie and is home to the WildKitchen, WildTent, and WildTable. Combining Guy’s love of fire, BBQ’s and the great outdoors, these high-end, outdoor lifestyle products bring a brand-new way to cook, gather and eat outdoors. It is finally possible to enjoy al fresco dining all year round, within the world’s first, fully-retractable canvas and hardwood WildTent, whilst cooking on the unique WildTable. The products have featured in Guy Ritchie’s films and TV series including the recent and very successful The Gentlemen TV series on Netflix.The company, which launched at the RHS Chelsea Flower Show 2021, has been through an extensive process of research and development, and is now looking to increase sales and production both in the UK, and to a wider international market. WildKitchens have already been sold to clients in USA, Mexico, Costa Rica, Saudi Arabia, Portugal and Italy.The Role CCCWK are looking for a proactive and dynamic Office Assistant to join the team. The role will report to and work closely with the Head of Sales & Client Relations. It is a broad role, covering many aspects of the business, and a small team everyone gets involved across all activities.While we are looking for someone on a full time, permanent basis, we are also flexible and will consider more part time applications with a reduction in hours or a change to daily working hours, however we do require 5 days per week.This is a broad role supporting many aspects of the business, including general office management tasks, aspects of the operational side of the business including some Health & Safety tasks, support on sales and customer services calls and emails, and also some stock management responsibilities.Main Duties & ResponsibilitiesOffice Management· Order stationary, office supplies, office furniture as required· Manage petty cash and reporting to the Group CFO· Manage the warehouse cleaning contract· General filing and organisation of office· Perform driving licence checks for all drivers of company vehicles · Order and issue door keys and alarm fobs for the warehouse· Liaise with IT support provider to ensure new starters have all IT equipment and programmes required Operations and Health & Safety· Support the Customer Relationship Manager to plan and book staff travel, accommodation, car hire and logistics for overseas WildKitchen installationsWork with the Warehouse Supervisor to develop and implement SOPs for regular tasks · Work with the Warehouse Supervisor to support the management of all facilities· Manage all utility contracts · Manage service & maintenance contract for the fire alarm system and security systems· Manage service & maintenance of all office & warehouse equipment – forklift, roller shutter door, alarm system, vent system, boiler etc· Work with the Warehouse Manager to ensure servicing & maintenance of all office & warehouse· Ensure all H&S commissioning certificates are renewed – mains electrical, PAT Testing, gas safety etc· Organise training courses i.e. first aid & refresher courses, forklift training· Ensure all signage around the office is present & up to date· Submit meter readings for gas, electric to Assistant Accountant· Manage vehicle fuel cardsStock Management SystemSupport the Head of Design to review current stock levels against outstanding orders and pipeline and place orders with suppliers accordingly Ensure all online orders are logged onto the stock management system and then marked as shipped to client when appropriateSupport the Warehouse Supervisor to book stock in and out of the stock systemWork with the Warehouse Supervisor and Accounts Assistant to tidy up the stock system and improve stock processesCustomer Services · Support the Head of Sales & Client Relations to answer incoming sales and customer service calls, and respond, redirect or take notes as appropriate· First point of contact for existing and prospective clients by email and phone, supported by the Office Assistant· Manage the customerservices@ inbox ensuring a prompt initial response, close communication and regular updates to customers regarding any orders or repairs· Keep accurate records and document customer service actions and discussions into customer files or in due course a CRMSkills & AttributesEssential SkillsProficiency in Microsoft Office (Word, Excel, Outlook, PowerPoint)Multitasking and time management Proficient in written communications (emails)Handling phone calls and messages efficientlyWiling to take on new tasks and learn Desirable SkillsStock Management systems CRMPersonal AttributesReliable and punctual Maintains composure under pressureComfortable working in a dynamic changing environmentTakes pride in delivering accurate, complete workExceptional customer serviceWorking HoursBasic daily hours are 8.30am to 5.30pmFlexibility will be required for promotional events or any international travel BenefitsAnnual leave is 20 days per annum, plus Bank HolidaysAt the discretion of the General Manager, the office is also closed between Christmas and New Year which is not deducted from annual leaveSome flexibility for occasional home workingSome flexibility over reduced contractual hours across 5 days per week, or start and finish times