Job Description

Cloud9 Fulfilment is on a mission to nurture and help e-commerce businesses grow through our focus on people and digital innovation. Guided by our vision to revolutionise eCommerce order fulfilment by empowering our partners and fuelling growth, we are committed to making a meaningful impact in the logistics industry.

These values drive our organisational growth, ensuring that every team member feels supported, motivated, and empowered.

We work with businesses across industries such as fashion, beauty, food, and more, helping them fulfil orders and delight their customers. At Cloud9, you are not just a number. We focus on building a collaborative and supportive environment where your contributions truly matter. To learn more about us, visit our website at www.cloud9fulfilment.co.uk.

Job Purpose:

The Office Manager provides comprehensive administrative, financial, and organisational support across Cloud9 Fulfilment. The role combines office and HR coordination, executive assistance, and bookkeeping responsibilities, ensuring that daily operations run smoothly and efficiently. This position also supports the CEO and directors directly by managing meetings, schedules, communications, and priorities, while contributing to compliance and internal process improvement.

Key Responsibilities:

Bookkeeping and Financial Administration

Handle bookkeeping tasks and invoice reconciliations for one of the smaller companies, including monitoring bank transfers, cash deposits, and savings accounts.

Prepare invoices when required, typically during periods of absence or annual leave cover.

Manage credit card expenses for Cloud9, ensuring receipts and justifications are provided and recorded accurately.

Maintain accurate financial records and liaise with the finance team to ensure timely reporting.

Executive and Personal Assistance

Act as Personal Assistant to the CEO, managing both professional and personal commitments.

Review the Director's appointments and reminders daily, ensuring that his calendar is organised efficiently.

Monitor the Director's inbox, prioritise messages, and arrange meetings based on urgency and importance.

Highlight relevant correspondence and flag key matters requiring attention or escalation.

Coordinate personal administration tasks, including car tax, insurance, maintenance schedules, and family-related correspondence such as school communication and children's extracurricular activities.

Ensure effective communication flow between the Director, internal departments, and external contacts.

Office Administration and HR Support

Oversee procurement and ordering of supplies for both the warehouse and office, maintaining cost efficiency and stock control.

Coordinate service bookings and safety checks for the warehouse.

Assist with daily meetings, recording notes and forwarding relevant information to the relevant parties.

Attend directors' daily catchups and support meeting documentation, ensuring actions are noted and followed up on.

Participate in daily brief catchups with the Head of People & Operations to discuss developments, observations, and improvement ideas.

Monitor compliance with internal policies across office and warehouse settings, make sure informal chats are conducted according to company policies, and escalate to the Head of People & Operations for any formal investigation.

Investigate daily time metrics to identify irregularities in timekeeping and productivity tracking.

Manage daily Health & Safety duties

Payroll Administration

Review time tracking system data weekly to verify working hours and transcribe information accurately into payroll spreadsheets.

Check discrepancies against HR system records, confirming reasons such as holidays, sickness, or unpaid leave, and record them correctly.

Compare warehouse rotas with attendance records, enquiring with managers about inconsistencies.

Monitor employee break compliance and address minor breaches directly, ensuring that rest periods are respected and recorded properly.

Submit the final payroll report to the Head of People & Operations, explaining any irregularities for further action.

Maintain the zero-hours holiday spreadsheet and ensure monthly updates.

Project and Operational Support

Assist in company-wide projects such as Kaizen initiatives and SOP development.

Act as a note taker and task setter during relevant meetings, ensuring clear follow-up actions are communicated.

Contribute to communication between departments and maintain structured documentation within the SOP hub.

Any other relevant duties as advised by the directors

Example of Routine Time Allocation

Bookkeeping and finance: 1 hour daily*
Executive PA duties: 2.5 hours daily*
HR, H&S and administrative tasks: 3 hours daily*
Meetings and consequent tasks administration: 4-8 hours weekly*
Project and compliance support: 2-4 hours weekly*

Job Types: Full-time, Permanent

Pay: 27,000.00-30,000.00 per year

Benefits:

Casual dress Company events Company pension On-site parking
Work Location: In person