TO APPLY CLICK HERE

The Company:

Our client, an innovative company specializing in delivering cost effective lightning solutions, is seeking an Office Operations & Business Manager to join its dynamic team.

The Position:

The successful candidate will oversee the daily business operations of the studio, with a strong focus on project and time tracking, office administration and ERP system integrity. The role also involves ensuring that the studio's back office is as precise and well organized as the projects the company designs.

Duties and Responsibilities

1) Project Monitoring & Workflow Tracking

• Milestone Oversight: Maintain a master dashboard of all active projects. Monitor deadlines for Concept, Design Development and Final Specification packages.
• Offer/Proposal Production & Tracking: Follow up on new client inquiries. Produce fee proposals and contracts for potential and existing clients. Manage the lifecycle of project proposals. Track sent, pending and executed contracts, ensuring all terms are correctly entered into the system.
• Deliverable Quality Control: Ensure that project folders are organized and that final calculation reports, submission date, project statement of account, next financial milestones and submission folders are organized and archived correctly.

2) Time Tracking & Resource Management

• Timesheet Compliance: Enforce weekly timesheet submission for all designers. Verify that hours are coded to the correct project phases, such as SD, DD and CD.
• Utilization Reporting: Generate weekly reports for Principals showing billable vs non-billable ratios to ensure the studio is meeting productivity targets.
• Schedule Coordination: Assist in identifying bottlenecks where design staff are over-allocated.

3) ERP & Systems Administration

• Database Ownership: Act as the source of truth for the ERP system. Every project phase, billable rate and client detail must be meticulously maintained.
• Process Optimization: Continuously audit the ERP workflow to simplify how designers log their progress and access project information.

4) Support - Accounting/Finance

• Invoicing: Prepare monthly draft invoices based on project progress and hourly logs. Coordinate with Project Managers for approval before sending to clients.
• Accounts Receivable/Payables: Monitor aged receivables and payables. Perform professional follow-ups with clients on overdue payments.
• Support: Assist with bank reconciliations and provide data to the firm's external accountants for VAT preparation and audit purposes.

Requirements

• 5+ years in a Business or Office Manager role, preferably with experience within the Construction / Design discipline. Experience with a lighting firm will be considered an advantage.
• Advanced Microsoft Office skills: Excel, PowerPoint and Word.
• Experience with project management/accounting software.

Location

The position is for the client's offices in Nicosia, Cyprus.

Remuneration

An attractive remuneration package will be offered to the successful candidate.

All applications will be handled with complete confidentiality.

TO APPLY CLICK HERE

Please submit your CV through Carierista by clicking the 'Apply Now' button.