Job Description

ABOUT STUDIO MONTAGU

Studio Montagu is a multidisciplinary design & construction practice based in central London, founded in 2015. Our team of deliver exceptional work across a wide range of building and landscape projects; from high-end bespoke gardens to million-pound refurbishments.

We have a dynamic, energetic, and inclusive culture and we employ people based on their skills, experience and their attitude. We're looking for people who can enthusiastically and passionately work with our clients and colleagues to deliver not only fantastic schemes, but also an enjoyable client experience from commencement through to completion.

THE ROLE

This varied role is integral to the smooth and successful day-to-day running of the practice. You will work closely with our Directors, along with assisting the Team of in-house designers, construction managers, along with liaising with suppliers and external consultants. Your responsibilities will involve supporting the team in administrative and project management activities.

You will also take charge of running the company's bookkeeping; managing accounts payable and receivable, reconciling bank statements, and generating financial reports using Xero. You will be the main point of call for any finance queries working closely with our external accountants.

The role will suit someone with a desire to work in the design & build industry, you'll have a keen eye for detail and a natural inclination towards understanding aspects of the construction process. The ideal candidate will be proactive, working in close collaboration with team members and our external accountants.

As our business grows, we are eager for someone to bring fresh ideas and enhance our systems. This role presents an opportunity for someone to take ownership and make it their own. Previous experience in a similar role within a construction/design-focused practice is preferrable, ensuring the right candidate can hit the ground running. Experience in Xero and Microsoft Office is essential, while familiarity with the Adobe Suite and Smartsheets is preferable.

Key responsibilities - include but are not limited to:

Project Assistance - 25%

Coordinate and note regular meetings with the Directors/Clients, preparing reports and papers as required, including weekly design and construction meetings Organise and cataloguing of our project photo library. Review and categorize photos based on project phases, areas, and types of construction activities. Set up and maintain team project numbers, folder structures and email filing locations Prepare and submit annual maintenance proposals for landscaping contracts, ensuring scope and pricing align with client needs Maintain accurate records of active maintenance contracts and track monthly invoicing through the system to ensure timely billing and payment Maintaining accurate project and financial spreadsheets and documents and reporting progress to Directors

Finance - 50%

Preparing weekly bank reconciliations and ensuring adequate cash reserves are maintained Managing sales and purchase ledgers, including: Inputting invoices into the finance system and ensuring VAT allocation is correct Setting up payment runs (daily) in accordance to supplier terms and ensuring their approval for payment Creation of client projects ensuring appropriate allocation of costs to project Raise and submit client invoices, proactively communicate with clients regarding invoicing matters, clients' invoicing preferences addressing enquiries and providing support as needed Regular review and proactive management of debtors ensuring outstanding invoices are settled Reviewing and posting staff expenses Monthly VAT Returns Pay HMRC by due dates Monthly VAT Returns for Quarterly reporting Manage sub-contractor administration; posting all invoices, verify subcontractors' CIS status/insurances are valid and dealing with any queries directly with subcontractors Manage month-end and year-end close processes Assist our external accountants with month-end procedures to ensure that agreed timescales are achieved Liaise with external accountants to produce statutory filings and to provide all information required to complete annual accounts

Administration & HR - 25%

HR coordination of starters & leavers for sub-contractors and employees Coordinate employee holiday requests, and other statutory leave entitlements Manage the company's Sponsorship Licence, including handling visa applications, issuing Certificates of Sponsorship, tracking sponsored staff, and ensuring compliance with Home Office requirements Coordinate annual renewal of insurances, and regularly keeping insurers up to date with any business changes Manage company vehicle administration; annual insurance, congestion charges, MOT service Liaise with IT consultants to ensure maintenance of equipment and software, escalating any issues as required Plan and coordinate internal staff events and social gatherings Ordering of office supplies and uniforms Assisting with business development and marketing including assisting with creation of content and posting social media content on platforms
Key Skills and Attributes

Strong organisational skills with experience of working in a small team demonstrating willingness to support colleagues and contribute to wider team activities Be a self-starter with the ability to use your own initiative, and be willing to get stuck into the role Able to multitask, whilst working under pressure, and to a deadline High attention to detail and accuracy in data entry Great communication and interpersonal skills Strong skills in bank reconciliation and financial record-keeping Proficient in using accounting software (Xero) and Microsoft Office Suite Knowledge of Photoshop and Adobe Creative Suite/InDesign would be beneficial but not essential CIS Knowledge and experience would be beneficial but not essential Working knowledge of the construction and design industries would be beneficial
Benefits

On top of a competitive salary, we offer staff a range of benefits:

A hybrid working model, flexible working policy, enhanced annual leave (22 days + bank holidays), company pension, training budget & opportunities to develop your skillset and a cycle-to-work scheme.

Following the advertisement period, candidates will be selected for a first-round interview with one of the Team. Successful candidates will then be asked back for a second-round interview to meet the practice's Directors before an offer is made.

Equal opportunities

Studio Montagu are an equal opportunities employer and welcome applications from all suitable candidates. We particularly encourage applications from candidates who continue to be underrepresented within the construction and design profession.

Studio Montagu promotes a positive work/life balance. We are open to flexible working options and are a family-friendly employer. We are committed to developing staff, offering regular reviews and opportunities to evolve creatively and professionally.

The salary advertised is a guideline for this position. The offered renumeration will be dependent on the extent of your experience, qualifications, and skill set.

Studio Montagu is an equal-opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees.

Job Types: Full-time, Permanent

Pay: 30,000.00-40,000.00 per year

Benefits:

Additional leave Company pension Cycle to work scheme Work from home
Schedule:

Monday to Friday
Ability to commute/relocate:

London E5 0EY: reliably commute or plan to relocate before starting work (preferred)
Application question(s):

How many years of experience do you have working in a design and construction practice? Please list 2-3 dates and time ranges when you could do an interview.
Experience:

Bookkeeping: 1 year (preferred)
Work authorisation:

United Kingdom (required)
Work Location: Hybrid remote in London E5 0EY

Application deadline: 04/07/2025
Reference ID: Team Assistant