Job Description

Chisholm Design - Office Manager Role Description

About Chisholm Design

Creators of stunning, bespoke kitchens that transform the heart of homes, we don't just design kitchens - we create spaces where families gather, hosts entertain, and memories are made. Our signature blend of classic design matched with practical functionality delivers both the wow factor and everyday usability our clients expect. Based in Tilford, Surrey, we serve clients throughout the South East and beyond with our hallmark meticulous attention to detail and exceptional client service.

Purpose of role

This is an essential operational role supporting the smooth running of our business through effective office management, procurement coordination and day-to-day financial administration. The Office Manager will handle routine financial tasks including client invoicing, supplier payments and bank reconciliations, manage procurement of appliances, handles, accessories etc and ensure our office and showroom run efficiently. Depending on skills and experience, there may be opportunities to develop into areas such as VAT returns and payroll administration. The role holder will be an organised, proactive, numerate professional with strong administrative skills and attention to detail, capable of managing multiple priorities in a small team environment.

Key Responsibilities

Financial Administration

Prepare and send client invoices using Xero accounting software and track payments. Process supplier invoices and manage payment schedules. Perform weekly bank reconciliations. Support month-end processes in conjunction with our external accountants. Maintain accurate records in Xero and update financial spreadsheets. Track project costs and expenses. With training and development, opportunity to take on VAT returns and payroll administration.

Procurement & Supplies

Source and order appliances, worktops, handles, lighting and other project items, obtaining quotations and tracking deliveries. Coordinate with suppliers and follow up on orders to ensure timely delivery. Manage ordering replacements for wrong or faulty items. Monitor stock levels of regularly used items (e.g. lighting components) and reorder as needed. Conduct quarterly stock takes.

Office & Showroom Management

Manage day-to-day office operations ensuring everything runs smoothly. Handle utilities, service contracts and general facilities management for our premises. Order office and showroom stationery and supplies. Coordinate maintenance and repairs as needed. Support event planning and organisation (e.g. client events, open days). Support routine management of our CRM database (HubSpot) as required. Provide general business support to the team as required.

Information about the role

Contract: Permanent position with a 3-month probationary period.

Hours: Part-time, initially 3 days per week, 09:00-15:00 (16.5 hours per week, 30 mins lunch break), with potential for this to increase as the business grows.

Salary: 26,000-32,000 FTE (pro rata 11,440-14,080 for 16.5 hours per week), dependent on experience. Annual salary review.

Location: Mainly office-based at our design studio in Tilford, Surrey. Some flexible working may be possible after successful completion of probation.

Benefits:

Holiday entitlement pro rata (equivalent to 25 days annually plus bank holidays) Workplace pension scheme Free parking at our premises Regular industry training and supplier visits Opportunity to develop skills and take on additional responsibilities as the business grows

Training

We will provide training and support to help you succeed in the role. This may include Xero accounting software training, Excel skills development, procurement best practices, and other relevant professional development as appropriate to your skills and career aspirations.

Key Requirements

Essential Qualifications and Experience

Previous administrative or office management experience. Basic finance/bookkeeping experience to handle routine financial tasks (invoicing, payments, reconciliations). Experience with accounting software (Xero experience ideal). Good numeracy skills and confidence with numbers. Competence in Microsoft Excel (including basic formulas and data manipulation) and other MS Office applications. Strong organisational skills with excellent attention to detail. Ability to manage multiple priorities and work independently. Professional communication skills, both written and verbal.

Desirable Skills & Knowledge

Knowledge of UK VAT procedures. Payroll administration experience. Experience in procurement or supplier coordination. Familiarity with the kitchen, interior design or construction industry. Interest in interior design and home renovation. Experience with CRM systems (we use HubSpot).

Personal Qualities

The successful applicant will be a highly organised and detail-oriented professional who thrives in a small team environment. They will be numerate and comfortable working with financial data, able to maintain accurate records and work systematically through administrative tasks. Discretion when handling financial and commercial information is essential. They must be a reliable self-starter who can work independently and manage their own workload, while also being a collaborative team player who communicates effectively with colleagues, suppliers and clients. An interest in kitchens, interior design or home renovation would be beneficial. We're looking for someone who is willing to learn, adapt to new systems and processes, and contribute ideas to help us improve how we work. As the business grows, there will be opportunities to develop skills, take on additional responsibilities and potentially expand the role.

Job Types: Part-time, Permanent

Pay: 26,000.00-32,000.00 per year

Expected hours: No less than 16.5 per week

Benefits:

Company pension Free parking On-site parking Sick pay
Work Location: In person