We are re-advertising this position following an unsuccessful appointment, as the previous hire was ultimately not the right fit for the role. We are therefore looking for an suitable new candidate to join our team.
Overview
We are seeking a highly organised, proactive and capable individual to take on a combined role as Director’s PA, HR Manager, and Office Manager within our growing group of businesses: Milborrow Chimney Sweeps, Croydon Fireplaces, and EuroCowl.
The role is based at our head offices in Crawley Down, West Sussex.
This is a key position supporting the full-time Directors while also taking ownership of HR processes (supported by external HR provider Peninsula HR Group) and ensuring the smooth day-to-day running of the office environment.
The successful candidate must be able to manage multiple priorities, work independently, and maintain a high level of accuracy, professionalism, and task control.
- Milborrow Chimney Sweeps operating across the South East of England, offering complete comprehensive chimney services and installations to a growing customer database of >90,000 customers and currently have >30 members of staff within offices and out on the road working around the South East of England. We are HETAS, Gas Safe, Construction Line and Safe Contractor Registered and proudly hold a Royal Warrant to his Majesty the King.
- Croydon Fireplaces has a showroom of >110 appliances across 50+ top brands they supply through Premier and Expert Retailer accounts with an onsite warehousing of >400 appliances in stock for immediate shipping/installation together with parts, spares etc as required and distribute products nationwide via parcel and pallet, alongside our in-house delivery service across the South East.
- EuroCowl is a manufacturer and supplier of cowls and chimney products to trade clients and retail. Customers including builders merchants, flue manufacturers and trade throughout the United Kingdom and Republic of Ireland.
This is an evolving long term position available to continue the expansion of the company and job roles answering to the Directors.
Key Responsibilities
The role will be full time and office based. Duties to include but not limited too;
Director’s PA
- Provide direct administrative and organisational support to the Directors
- Handle correspondence and act as a key point of contact and first point of contact for calls to directors.
- Assisting Directors with H&S and working with Manager(s) across the businesses.
- Prepare documents, reports, and PQQ submissions as required
- Support in finalizing/Implementing Phase 1 and Phase 2 projects to improve and streamline the database, stock control and telephone system and processes within the offices.
HR Management
- Oversee (assistance/guidance from Directors available as required) all HR requirements. Including; Appraisals, Recruitment, Inductions, Grievances, Disciplinaries and Training Coordination and Onboarding as required.
- Maintaining Employee Matrix’s and Compliance and requirements. Liaising with Line Managers to keep on top of their teams performance, day to day tasks and ongoing monitoring.
- Handle absence management, holiday tracking alongside line managers.
- Assist with payroll preparation and processing with wages alongside bookkeeper and maintaining compliance.
- Assist with policies, procedures, and employment documentation and keep updated.
- Assisting in; Day to Day running of the offices, teams and dealing with HR and Staff through Peninsular and Bright HR online platform and App. (Peninsula also underwrite and advise/assist with HR and H&S)
Office Management
- Oversee smooth running of the office environment including supplies, suppliers, and general office organisation.
- Ensure all processes and systems are efficient and up to date.
- *Assisting and working with the bookkeeper with Payroll and Sage submissions. Together with preparing for payroll, managing timesheets and salaries alongside with the payroll induction process and setup as required. * (Possibly looking for a company to outsource part of these processes).
- Completing documentation and forms as required for Royal works, Security Clearances and for larger contacts and commercial customers such as house builders and large estates and PQQ questionnaires and annual requirements.
- Some customer service involved interactively via telephone and emails with bookings, complaints and sales.
General
- Working from Filemaker Pro Database System (iMac’s), Sage and Bright HR (online platforms) and telephone system incl portal and managing and updating the systems alongside the Directors.
- General mucking in with what is required from a family run business and any other duties.
About You
We are looking for someone who is:
- Exceptionally organised with strong attention to detail
- Able to work independently and manage their own workload/tasks
- Professional, calm, and confident in dealing with staff at all levels
- Discreet and trustworthy, handling confidential information appropriately
- Proactive, practical, realistic and able to solve problems without constant direction
- Comfortable working in a fast-paced, multi-business environment
Experience & Skills
- Previous experience in a PA, HR, or office management role essential (Alongside our external company to assist/manage/guide with all HR: “Peninsula”)
- Strong administrative and basic technical problem solving of: IT skills with CRM and Database Systems and Telephony.
- Good understanding of HR processes and employment basics and legislation.
- Proven experience managing and scheduling multiple field operatives/engineers, and vehicle resources, delivering effective B2C and B2B service interactions.
- Self-Motivating and Versatile with Management and People Skills.
- Strick task management and organization skills with ongoing and follow up deadlines and tasks.
Hours
- 37.5 -40 Hours a week)
- Monday – Friday 7:30am - 6pm Flexible to Suit Candidate and Business.
- Potential occasional Saturday working and Overtime.
- Flexible with hours especially during the busy season: September - Christmas.
Pay - P/A - Dependent on experience and qualifications.
Statutory Sick Pay, Pension Scheme and 28 Days Holiday (Not to be taken between 1st September and 1st January)
Overtime - Overtime is paid at your hourly rate +12% and is uncapped.
Other Details;
- Casual Dress Code
- Onsite Free and Secure Parking
- Friendly and Family run team and Offices
- Company events and socials
- Staff Discounts on Products and Services (Incl; Friends and Family).
Job Types: Full-time, Permanent
Benefits:
- Casual dress
- Company events
- Employee discount
- Health & wellbeing programme
- On-site parking
- Store discount
Work Location: In person
