Operations & Executive Assistant to the Managing Director

About Us

We are a growing facilities management and commercial cleaning business with annual turnover exceeding £4 million. We provide high-quality cleaning and FM services to a wide range of clients and have built our reputation on reliability, responsiveness and excellent customer service.

As the business continues to grow, we are looking for a highly capable Operations & Executive Assistant to work directly alongside the Managing Director.

This is not a traditional PA role. We are looking for someone who wants to become an integral part of the business, helping to improve processes, support operations and provide high-level administrative and commercial support.

The successful candidate will become a trusted right-hand support to the Managing Director and play an important role in the continued growth of the company.

The Role

This is a varied and hands-on position offering exposure to all aspects of running a growing business.

You will support the Managing Director whilst taking ownership of key administrative, operational and commercial processes. The role would suit someone who enjoys responsibility, solving problems and making things happen.

It is unlikely to suit candidates seeking a purely administrative, reception or diary-management role.

Key Responsibilities

• Provide day-to-day support to the Managing Director
• Manage and improve administrative processes across the business
• Take ownership of the customer invoicing process
• Produce and maintain Excel reports, trackers and management information
• Monitor contracts, renewals and compliance documentation
• Liaise with clients, suppliers and operational teams
• Support payroll and accounts administration where required
• Coordinate meetings, actions and business projects
• Assist with tender submissions and client documentation
• Help identify and implement improvements to systems and processes
• Maintain accurate records and business documentation
• Support the business with ad hoc operational and commercial projects

About You

You are organised, proactive and commercially minded.

You are comfortable working with figures, can manage multiple priorities and enjoy taking ownership of important tasks without needing constant supervision.

Essential

• Excellent organisational and administrative skills
• Strong Microsoft Excel skills, including reporting and data analysis
• Experience managing invoicing, billing or financial administration
• High attention to detail
• Strong written and verbal communication skills
• Ability to work independently and prioritise workload effectively
• Professional, confident and trustworthy approach

Desirable

• Experience within facilities management, cleaning, property services or another service-based business
• Knowledge of Xero, Sage, QuickBooks or similar systems
• Experience supporting senior management, directors or business owners
• Understanding of contracts, compliance or operational administration

Location Requirement

This is a predominantly office-based role.

Applicants should live within a reasonable commuting distance of our office and be able to attend in person on a regular basis. Applications from candidates located significantly outside the area are unlikely to be considered.

What We Offer

• Opportunity to work directly with the Managing Director
• Significant responsibility and autonomy
• Exposure to all areas of a growing business
• Opportunity to develop into a senior operational role over time
• Supportive and entrepreneurial working environment
• Competitive salary and benefits package

Application Process

To be considered for this role, applicants must include brief answers to the following questions. Applications submitted without responses will not be reviewed.

• What is your current postcode and estimated commute time to our office?
• Please describe your experience using Excel, including any reporting, analysis, Pivot Tables, lookups or dashboards you have produced.
• Have you been responsible for customer invoicing, billing administration or credit control? If so, please briefly describe your experience.
• What accounting, payroll or business management software have you used?
• Please give an example of a process, system or administrative procedure that you improved in a previous role and what impact it had.
• What attracts you to working in a growing owner-managed business rather than a large corporate organisation?

Applications that do not answer the above questions will…