Office Assistant

Office Assistant

Thornhill Galleries is an established business that specialises in the supply and installation of antique, reproduction and bespoke fireplaces. The New Malden premises has a large showroom with over 350 fireplaces on display, together with workshops and a pleasant office space. The company has workshops in the UK and China, and regularly imports and exports materials and finished products around the world.

Role Information

• Contract type: Permanent.
• Salary: £25,000 per annum. (PAYE)
• Hours: 40 hours per week. Office based. (This is not a hybrid role). Monday to Friday, 9.00 - 17.30.
• Benefits:
  • 28 holiday days per year (including bank holidays).
  • Company pension scheme.
  • Parking.
  • Provision for growth and development within the business.

Role requirements are listed (but not limited to) below:

Office Management

• Oversee annual service of workshop plant and building maintenance / utilities.
• Oversee company insurance policies.
• Assist with general office filing.
• Order business and site supplies including ongoing management of trade accounts.
• Diarise, purchase, stock in and arrange collection of stock purchased.
• Arranging off site accommodation and travel as required.
• Oversee employee CSCS cards and RAMS for installations.
• Oversee dairy management and daily itinerates.
• Oversee stock listed on third party sales platforms.
• Arrange shipping for sale of stock.
• Assisting with general stock control.
• Manage shipping batches of stock from overseas suppliers.
• Prepare and send sales quotes and invoices.
• Compile completion paperwork after installation - primarily O&M (Operations & Maintenance) documents, gas certificates and flue reports.

Ongoing Business Development

• Greet clients and show them around the showroom.
• Research and initiate contact with new suppliers.
• Assist with client enquiries.

• Assist with the development of a new company brochure.
• Manage mail out of print brochures to domestic and international clients.
• Maintain and develop a client database for mail outs.
• Oversee the management of social media platforms as required.

Prospective Candidates Must…

• Have excellent written and verbal communication skills - the successful candidate will be communicating with high-net-worth individuals.
• Have superb organisation and communication skills.
• Have good time management skills and the proven ability to organise and control an adapting workload.
• Be able to multitask and have a keen interest in working within a small business and therefore be able to switch between tasks quickly.
• Have a positive attitude and a flexible approach to work, with a willingness to help where necessary.
• Be able to stay calm under pressure and meet deadlines that are set.
• Have a high level of discretion and professionalism.
• Be prepared to be assertive where necessary - usually with suppliers that are late or overdue customer invoices.
• Have good web research skills.
• Be wanting full time employment for an extended period of time.
• Be willing to adapt and grow with the role as required.
• Ideally live within a sensible travel distance of the office.
• Be proficient in:
  • Internet searches
  • Microsoft Office (Word, Excel, Powerpoint etc)
  • WhatsApp / Zoom / Teams etc.