Experienced Operations Administrator
Reports to: Directors
Location: Wells, Somerset (On-site)
Hours: Part-Time (25 Hours PW | Mon–Fri, 07:45 – 12:45)
Benefits: Paid lunch break, Free parking, Company pension, Career development
About West Hill Garden & Landscaping Services
Since 2013, West Hill has been more than just a landscaping company. We are a BALI-accredited, award-winning team of designers, horticulturalists and landscapers dedicated to crafting and maintaining exceptional outdoor spaces across Somerset and the Mendips. Our reputation is built on craft, passion, and precision and we need an Operations Administrator who shares those values.
About the Role
In a growing, seasonal business, the difference between "busy" and "successful" is organisation. As our Operations Administrator, you are the first point of contact for our clients and the strategic support for our field teams. This isn’t just about answering phones; it’s about navigating the daily logistics that keep an award-winning team moving. Are you the person who naturally organises the group chat? Do you get a hit of dopamine from a clean spreadsheet or a perfectly automated workflow? We are looking for an Operations Administrator to be the operational backbone of our growing team.
In a small business, you won’t just be filing papers; you will be building the systems that allow us to scale. You will bridge the gap between our big-picture goals and the daily "to-do" list, ensuring nothing falls through the cracks.
Your morning mission (07:45 start): Being the steady hand that helps launch the day’s operations, coordinating diaries, and ensuring our clients feel heard and valued from the very first interaction.
Your Core Responsibilities
- System Architecting: Maintaining and optimising our tech stack (Project Management tools, CRM, and Communication platforms).
- Process development: Identifying "bottlenecks" in our current workflow and writing the SOPs (Standard Operating Procedures) to fix them.
- Financial Gatekeeping: Managing accounts payable/receivable, tracking budgets, and ensuring our financial records are "audit-ready."
- Vendor Liaison: Acting as the primary point of contact for suppliers and partners to ensure we’re getting the best service and value.
- Team Support: Anticipating the needs of the leadership team and providing the data or administrative air cover they need to succeed.
- Client Ambassadorship: Confidently manage enquiries via phone, email, and our client portal. You’ll represent the West Hill brand with every word.
- Logistical Coordination: Own the schedule. You will support job management and diary coordination to ensure our teams are where they need to be.
- Financial & Admin Support: Assist with the "gears" of the business—estimates, invoicing, and maintaining precise operational records.
- Process Improvement: We don't just want a "doer"; we want a thinker. You’ll contribute ideas to help us grow and streamline how we work.
Who You Are
- A "Swiss Army Knife": You are as comfortable troubleshooting a software integration as you are drafting a company-wide memo, and you take a proactive approach to solving problems before they escalate.
- Outstanding Communicator: You possess a friendly, professional tone that builds instant rapport with clients and staff alike.
- Digitally Fluent: You are proficient in Microsoft Office / Google Workspace and comfortable (or quick to learn) specialised job management software. You don’t just use AI and automation tools; you look for ways to make them do the heavy lifting for you.
- A Prioritiser: You can distinguish between "urgent" and "important" in a fast-paced environment.
- The "Calm in the Storm": When a deadline is looming or a system crashes, you are the person everyone looks to for a steady hand and a solution.
- Detail-Obsessed: You noticed the extra space in this sentence, and it bothered you just a little bit.
Qualifications & Skills
- Experience: 2–4 years in an administrative, operations, or project coordination role (Small business experience is a massive plus).
- Tech Stack: Proficiency in Google Workspace, Zero, and CRMs
- Communication: Exceptional written and verbal skills; you can explain complex ideas simply.
- The "Plus" Factors (Advantageous): If you have experience in Marketing, Bookkeeping, Sales, or hold a First Aid certificate, we want to hear about it.
Why Join Our Team?
- A Valued Position: You aren't tucked away in a corner; you are at the heart of a collaborative, close-knit team that genuinely loves their craft.
- Stability & Growth: We are a thriving, accredited business that offers long-term career development and a supportive management culture.
- Training Opportunities: We are committed to your success and offer continuous professional development opportunities, including structured training, mentorship, and resources to help you master new systems and advance your skills within the business
How to Apply: Send a C.V and covering letter, but don’t just send a generic resume. Send us a brief note (or a 60-second video) telling us about one process you improved or automated in a previous role and the impact it
Pay: £16,900.00-£17,550.00 per year
Benefits:
- Free parking
- On-site parking
Work Location: In person
