POSITION DESCRIPTION

Personal Assistant & Office Coordinator

Position Purpose

To work directly alongside the Managing Director, providing personal assistance, office coordination, customer service, sales support and day-to-day organisational support.

The purpose of this position is to ensure the business operates efficiently, customers are looked after, important tasks are followed through and the Managing Director can focus on growing the business.

This is a hands-on position within a small, rapid-moving team where responsibilities may overlap.

1. Personal Assistance to the Managing Director

- Work directly with the Managing Director to organise daily and weekly priorities.

- Manage appointments, meetings, correspondence and schedules.

- Maintain task lists and follow up outstanding matters.

- Help turn discussions, ideas and instructions into organised actions.

- Assist with business administration and general coordination.

- Proactively identify matters requiring the Managing Director's attention.

- Provide regular updates on progress, priorities and outstanding issues.

2. Office Management & Daily Coordination

- Oversee the day-to-day organisation of the Kensington office.

- Answer incoming telephone calls and direct enquiries appropriately.

- Manage general emails and customer correspondence.

- Coordinate office activities, appointments and administrative tasks.

- Maintain organised business records and customer information.

- Ensure daily tasks and commitments are completed.

- Act as the central communication point between the Managing Director, office and production team.

3. Production Coordination Support

Working alongside the Production Foreman:

- Review the daily production schedule.

- Identify upcoming jobs and production priorities.

- Monitor outstanding orders, deadlines and material requirements.





- Follow up with the production team regarding progress.

- Help coordinate ordering deadlines and upcoming production requirements.

- Identify potential delays and communicate them early.

- Ensure information flows between customers, administration and production.

The Production Foreman remains responsible for technical manufacturing decisions and factory operations.

4. Customer Service & Sales Support

- Answer customer enquiries professionally and positively.

- Follow up prospective customers and outstanding quotations.

- Make outbound sales and customer relationship calls.

- Assist customers with booking online consultations.

- Coordinate with the existing onboarding specialist.

- Maintain organised records of customer conversations and follow-up activities.

- Identify sales opportunities requiring further attention.

- Support the conversion of enquiries and quotations into confirmed orders.

5. Supporting the Business When the Managing Director Is Overseas

When the Managing Director is travelling or working internationally:

- Maintain day-to-day office organisation.

- Act as the Managing Director's primary administrative contact.

- Coordinate with the Production Foreman and other team members.

- Provide concise daily business updates.

- Monitor outstanding priorities, customer enquiries and operational issues.

- Follow through on agreed instructions and business activities.

- Escalate significant financial,



operational or customer matters promptly.

- Ensure the Managing Director remains informed without needing to personally chase every task.

The position does not carry independent authority to make major financial, employment or strategic decisions unless specifically authorised.

6. Initiative, Communication & Accountability

- Take ownership of assigned responsibilities.

- Anticipate upcoming requirements rather than focusing solely on today's tasks.

- Maintain a positive, professional attitude.

- Communicate clearly and confidently with customers and colleagues.

- Identify problems and suggest practical solutions.

- Prioritise responsibilities according to business requirements.

- Work independently while maintaining regular communication with the Managing Director.

What Success Looks Like

The successful candidate will help achieve:

- A well-organised office and daily workflow.

- Consistent customer communication and sales follow-ups.

- Better coordination between administration and production.

- Fewer overlooked tasks and preventable delays.

- Improved visibility of upcoming work and business priorities.

- More productive use of the Production Foreman's time.

- Less day-to-day administrative pressure on the Managing Director.

- Reliable office coordination when the Managing Director is overseas.

The Ideal Person

We're looking for someone friendly, intelligent, organised, proactive and comfortable taking responsibility.

Experience in administration, executive assistance, customer service or office coordination is highly desirable.

Experience in kitchens or manufacturing is beneficial but not essential.

Above all, we're looking for someone who can think ahead, communicate effectively, take initiative and become a trusted, dependable part of our team.

📌 Personal Assistant & Office Coordinator (Kensington)
🏢 The Flat Pack Kitchen Co
📍 Kensington