About the role

We are seeking an experienced Office Manager / Senior Administrator to take ownership of the administrative and bookkeeping functions across three related companies: Jemson, a joinery and fitout business creating luxury automotive fitouts for some of the world's most recognised brands; Podion, a long-established manufacturer of lecterns and AV furniture for universities, schools and corporate clients; and Adjusta-Fit Doors and Screens, whose DIY adjustable security screen door won a Good Design Award.

The role reports directly to the Director and works closely with the Operations Manager, receiving work from both. We are looking for someone who assumes genuine ownership of the function, is switched on and dependable. You will need to act on things without prompting, prioritise sensibly when everything looks urgent, and speak to the right people to get a result. When the Director hands something over, it gets dealt with.

The scope spans operations, bookkeeping, corporate administration and ad hoc recruitment support, so the work varies considerably week to week.

Key responsibilities

Operations support

- Raising purchase orders for furniture and parts, liaising with suppliers and maintaining records in our internal systems

- Processing and invoicing intercompany orders

- Reviewing and entering timesheets, and resolving queries directly with floor staff

- Collating floor staff timecards and coordinating with the payroll officer to ensure pay runs are completed on schedule

- Issuing deposit and progress invoices to clients

- Supporting the Operations Manager with quoting and estimation

- Assisting with updates to client documentation in Microsoft PowerPoint

Bookkeeping

- Daily mailbox triage

- Remittance updates,



including matching incoming receipts to remittance advices, updating internal systems and informing the relevant team members

- Bills processing, including purchase order matching, supplier queries and ensuring bills are appropriately approved

- Arranging urgent supplier payments by card

- Following up aged receivables

- Maintaining the cost centre structure in WorkflowMax

Corporate administration

- Documenting standard operating procedures for the role, and identifying opportunities for greater efficiency and automation

- Completing supplier credit applications and current customer registration forms, liaising with our external accountants and legal advisers as needed

- Retrieving and preparing documents at the Director's request

- Maintaining client and supplier databases

- Drafting meeting agendas and minutes

- Providing proactive ad hoc support across the wider business

Ad hoc Recruitment and onboarding

- Reviewing and posting job advertisements

- Phone screening candidates and scheduling interviews

- Coordinating the review of contracts and agreements

- Setting up new starters in payroll, arranging trial payments and maintaining trial documentation

About you

You have held an Office Manager, Senior Administrator, Finance and Office Coordinator or comparable role, and you are comfortable owning a function rather than working to a task list set by someone else. Prior experience as a Team Assistant,



Office Coordinator or Executive Assistant is highly regarded. You exercise sound judgement about what to decide yourself and what to escalate, and colleagues tend to come to you when something needs resolving.

We would welcome applications from candidates who are:

- Clear thinkers and capable problem solvers who know who to approach and do not allow matters to stall

- Confident in documenting processes so that the business is not dependent on any individual's knowledge

- Genuinely interested in applying software and automation to improve how the business operates

- Strong communicators, equally effective with floor staff, suppliers and clients

- Organised, reliable and detail-oriented, with the judgement to prioritise effectively under competing demands

- Discreet and trustworthy, given the role's exposure to payroll, pay rates, candidate information and company financials

Skills and experience

- Solid bookkeeping experience across accounts payable, receivables and invoicing
- A working understanding of GST, including GST-inclusive and exclusive treatment and export transactions

- Xero experience (essential)

- WorkflowMax experience (highly regarded)

- Intermediate Microsoft Outlook, Excel and PowerPoint
- A background in design, construction or manufacturing is preferred but not essential

What we offer

- Competitive salary

- Direct access to the Director
- A collaborative, close-knit team

- Exposure to diverse projects and clients across interior design and manufacturing
- A convenient Hallam location

If you value variety, take pride in a well-run office and want a role where your improvements hold, we would be pleased to hear from you.

📌 Office Manager / Senior Administrator (Hallam)
🏢 Jemson
📍 Hallam