Office Manager

Rance Booth Smith Architects Ltd is a lively, forward-thinking, award-winning practice based in Saltaire, West Yorkshire, dedicated to delivering dynamic, high-quality design solutions within client budget constraints.

The firm’s four core services—Architecture, Interiors, Sustainability, and Conservation—can be offered individually or combined to create unique yet practical project outcomes.

The team is flexible, client-focused service and continually refines its approach to better meet client needs.

Rance Booth Smith Architects works in partnership with high profile clients.

The practice holds accreditations including RIBA, Constructionline, ISO9001, ISO14001, Cyber Essentials, and CHAS.

• Management of the Practice
• Organising and monitoring all external services to the Practice.
• Making recommendations regarding management of the Practice.
• Checking premises re Health & Safety and Fire Precautions.
• Ensuring adequate First Aid cover. Act as Appointed Person (or First Aider).
• Managing/assisting premises maintenance/works and servicing of equipment.
• Managing renewals eg Chamber, Cyber Essentials, parking permits etc.-Obtaining quotes and monitoring renewal dates for insurances including Professional Indemnity Insurance.
• Maintaining efficient archiving system for projects.
• Acting as Quality Management System Deputy and assisting with system updates and Quality Audits.
• Organising Office Meetings, QMS Reviews, Directors Meetings including attending and minuting the above as required.-Generally ensuring the public face of the office is efficient, organised and tidy and representative of the Practice’s Goals and Objectives
• Finance-
• Daily monitoring of bank accounts and reconciliation of payments/receipts on Sage. Monitoring cashflow and planning accordingly.
• Processing Purchase Ledger invoices, ensuring correct and authorised, and paying when due.-Preparing Sales Ledger invoices, issuing to Clients and posting on Sage.
• Monitoring Aged Debtors and chasing non-payments.
• Processing Petty Cash and Credit/Debit Card payments.
• Preparing Annual Budgets and Hourly Rates.-Preparing weekly financial reports and month end reports
• Processing monthly payroll including expenses and pension payments.
• Processing VAT returns and Tax payments.
• Liaison with the Accountant and provision of data for their production of Management and Annual Accounts.
• Perpetual Office Diary.-CHAS and Constructionline, RIBA Benchmarking submissions-HR assistance, furlough, holidays (recording) etc.
• Updating Training Plan-Review of time keeping system ATP for hours and holidays.
• IT and liaison with IT company, including recycle reminders, updates etc. Daily back up tapes.
• Tenants – Lease, rent invoices, finding new tenants.
• Car Hire - management and coordination.
• Knowledge, Skills and Experience

Managerial/administration skills or qualifications. Good interpersonal skills. Self sufficient with good organisations skills. Previous experience of Practice/office management.

The job holder must have an ability to manage people issues. Undertake training as required.

• Additional Tasks
• The Office Manager is required to undertake the overall running and management of the business and provide support to the Directors.
• 6+ years experience of office management.
• Experience of financial & SAGE 50 accounts and payroll management.
• Experience of devising, implementing & maintaining policies & procedures, systems & processes.
• Ability to influence key decision makers within the business.
• Proven experience of managing, coaching and developing staff members.
• Experience of managing facilities, equipment and insurances
• Ideally gained in a similar environment or service sector industries.
• Accountancy Skills.
• Knowledge of Quality Assurance Systems and Procedures.

Education and Training

• Minimum A Level standard
• GCSE Maths.

IT Skills

• Access Database.
• Able to work flexibly to meet the demands of the role by extending hours when required.
• Able to work unsupervised and deliver projects to agreed deadlines.
• Excellent people and communication skills required to interface with staff at all levels of the business
• Well organised, logical thinker with a liking for systems.
• Ability to multi-task.
• First Aider.
• Ability to organise, chair and minute meetings.
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