London, UK
Studio and accounts manager
at Maison Arabella
Maison Arabella is seeking a studio and accounts manager to join its team in London.
Job description
We are a growing interior design and architectural studio that work in high end boutique commercial and residential sectors. We are seeking an ambitious individual with highly polished organisational skills to provide the smooth running of the studio and help look after the team so that everyone can do their best possible work. The right candidate will exceed our expectations through being proactive, personable and in a short space of time be a key asset to the company and its growth.
This role would suit someone who can work independently, stellar in administrative tasks, enjoys processes and implementing fair standards and someone who has an analytical and numerical mind who likes to ‘get things right’ and enjoys working within a design/creative studio environment. This is an opportunity for an individual who can see themselves growing/developing their career and becoming a key team member to the company.
Reports to: creative founder and design associate
Accounts duties
The successful candidate will be required to assist in many ways, giving the individual exposure to all facets of the design practice.
Tasks will generally vary daily and not always limited to the list below:
- accounting duties such as basic bookkeeping, collating monthly project expenses and team expenses
- raising and drafting monthly sales invoices on Xero, issuing invoices to clients and chasing payments
- scheduling monthly finance management meetings and reporting to external accounts team and finance manager
Studio management duties:
- support the running of the studio, ensuring there are sufficient supplies, ensuring all office management duties are fulfilled including updating and maintaining internal processes and systems, project administration and contracts and IT needs are dealt with
- external IT provider communication and implementation, tracking software usage, manage software licenses and insurance renewals
- support in maintaining a general overview of business-related inquiries and direct communication with our clients inclusive of drafting project related proposals, contracts and NDA’s
- general administrative tasks to creative founder and design associate such as meeting scheduling, diary management and ensure contact ability
- organise national and international travel bookings related to projects for the team and ensuring they are supported throughout the trip if required
- welcome visitors, answer phone, set up meetings and keep office areas tidy
- in charge of organising cultural events, get togethers, including the Christmas and summer parties
HR duties:
- managing the job application process from posting new roles on social media platforms, liaising with recruitment agencies, drafting and sending candidate offers, requesting candidate references, drafting employment contracts, onboarding new team members
- create and maintain a roster of freelancers that can support the team during busy periods
- manage annual review/probationary meetings for all team members
- monitoring and reporting team time sheets monthly
- ensure policies and procedures are up to date and communicated to the team effectively (handbook)
- reporting team sick and holiday leave
- manage on boarding, new starter process so everyone who joins Maison Arabella has a positive experience from the start and also off-boarding should an employee decide to leave and ensure the process is smooth
- managing off boarding/exit process and updating accounts with payroll change
- assist founder/creative director and associate designer with ensuring everyone feels able to do their best possible work
Attributes:
- this is a varied role and you will work with everyone in the studio, so you must possess strong level of confidentiality, be trustworthy, highly professional, approachable, supportive highly communicative and have a ‘can-do’ and hands on attitude as you will wear many hats. Able to communicate honestly, effectively, and assertively. Ability to multitask and prioritize
- be highly meticulous, organised, and efficient and diligent with all deadlines
- need to be good at spotting problems, or pre-empting issues and be able to solve them or offer sound suggestions to resolve and excellent and responsive commercial acumen
- excellent attitude and appreciation of studio ethos and ways of working; be a team player, be proactive and help the entire team to ensure a positive working environment
- service driven and enjoy being in the luxury sector (good phone and email manners). Must be presentable, reliable, and punctual
Skills required:
- experience managing an interior design, architecture or fast-paced creative studio and supporting senior team members in diary, travel management
- understanding the full turnkey interior design process is a bonus
- experience working with high net worth individuals
- experience with accounting and accounting software (Xero)
- knowledge or experience in using EstiPC is desirable but not a requirement
- proficient in Microsoft Office Suite products
Work hours
Our office hours are 9am to 6pm daily.
This position requires the studio manager to be present in the studio during the office hours
Starting salary: £35,000 pa