Office Manager

Office Manager Role Specification

Location: New Malden, Greater London

Salary: £45,000 per annum

Hours: Full-time, 40 hours per week

About Thornhill Galleries

Thornhill Galleries is one of the UK's leading specialists in antique, reproduction and bespoke fireplaces. Established over 140 years ago, we work with private clients, interior designers, architects and property professionals throughout the UK and internationally. Our New Malden showroom houses one of the largest collections of antique and reproduction fireplaces in the country.

We are seeking a highly organised, proactive and personable Office Manager to oversee the day-to-day administrative and operational functions of the business. This is a varied role requiring excellent organisational skills, attention to detail and the ability to manage multiple priorities across office administration, purchasing, logistics, customer service and showroom operations.

As one of the first people our clients meet, you will play an important role in representing the business. Following a training period, you will also become confident in assisting walk-in customers, discussing our products and handling straightforward showroom sales enquiries.

Key Responsibilities

Office Administration & Operations

• Manage the day-to-day administration of the office and maintain both digital and paper filing systems.
• Maintain staff attendance and holiday records.
• Order office and workshop consumables.
• Coordinate the servicing and maintenance of company tools, machinery and equipment.
• Arrange accommodation and travel requirements for installation teams where required.
• Manage company utility accounts and service providers.
• Maintain trade account records and supplier information.
• Provide general administrative support to the Directors and wider team.

Purchasing & Supplier Management

• Research and establish relationships with new suppliers.
• Source products and materials as required.
• Place purchase orders with UK and overseas suppliers.
• Coordinate overseas shipments and stock replenishment.
• Maintain accurate purchasing and supplier records.

Stock Control & Logistics

• Record incoming stock and coordinate collections.
• Maintain accurate stock records for the showroom and warehouse.
• Arrange customer deliveries, collections and shipping documentation.
• Coordinate domestic and international shipping requirements.

Customer Service & Showroom

• Act as the first point of contact for clients visiting the showroom.
• Welcome customers professionally and ensure they receive a warm, knowledgeable service.
• Following training, assist with straightforward showroom sales and customer enquiries.
• Support the sales team by preparing quotations and invoices.
• Develop a sound understanding of the company's products and services to confidently assist clients.

Fleet & Facilities

• Manage company vehicle administration, including servicing, repairs, MOTs, road tax and breakdown cover.
• Arrange parking permits and other vehicle-related requirements.
• Assist with the management of company insurances, including business, vehicle and marine policies.

Health & Safety & Compliance

Prepare Health & Safety documentation, including RAMS and site-specific questionnaires.

Manage CSCS card applications and renewals.

Support general compliance and operational record keeping.

Diary & Project Coordination

Maintain company diaries and schedules.

Coordinate daily staff itineraries and installation schedules.

Assist in coordinating multiple projects to ensure deadlines are met.

Skills & Experience

The successful candidate will ideally have:

Previous experience in an Office Manager, Operations Administrator or similar role.

Excellent organisational and time management skills.

Strong attention to detail and the ability to prioritise a varied workload.

A professional, friendly and confident manner when dealing with clients.

Excellent written and verbal communication skills.

Good IT skills, including Microsoft Outlook, Word and Excel.

The ability to work independently whilst also supporting a close-knit team.

Experience of purchasing, logistics or stock management would be advantageous, although not essential.

Benefits

£45,000 per annum.

28 days annual leave (including bank holidays).

Company pension scheme.

Free on-site parking.

The opportunity to join a long-established family business with an excellent reputation and a friendly, supportive team.