Part Time Executive Assistant / Operations Manager - Mat Cover

Location Maidstone
Salary Paying £30k - £35k FTE
Contract Interim
Job Ref

Location: Maidstone (flexible hours and hybrid working)

Contract: Fixed term contract, 10 months (maternity cover), part-time

Salary: £30k - £35k FTE, pro rata for part-time hours

Start: Immediately available, to allow a handover before early December

The opportunity

Cobb & Jones Recruitment, a specialist finance and accountancy recruitment business in Kent, is looking for an experienced Executive Assistant / Operations Manager to cover a maternity leave for 10 months.

This is a varied, hands-on role at the centre of a small, close-knit team. You will keep the business running smoothly behind the scenes: invoicing and credit control, compliance, reporting, marketing, temp administration and supporting the consultants day to day. No two days are the same, and you will see every part of how a recruitment business works.

Because the role starts in early December, we need someone who is available immediately and can get up to speed quickly. A full handover will be provided, and the processes are well documented.

Potential Responsibilities (not guaranteed or limited to):

Finance and credit control

  • Raise and send client invoices in Xero on candidate start dates, and mark invoices as paid
  • Chase overdue invoices and keep on top of credit control
  • Approve and send temp invoices
  • Manage supplier payments and upload expenses and supplier invoices to Dext

Recruitment administration and compliance

  • Format candidate CVs
  • Create and send terms of business for signature via DocuSign
  • Carry out compliance and ID checks for placed candidates
  • Upload candidates to the CRM and maintain accurate records
  • Complete supplier onboarding forms for clients

Temp administration

  • Prepare and send temp compliance packs, including Key Information Documents, terms and timesheets
  • Record weekly hours from timesheets
  • Calculate monthly temp margins and allocate them to the relevant consultants

Reporting

  • Produce the weekly activity report and weekly job forecast
  • Prepare monthly commission spreadsheets
  • Maintain the placement tracker, consultant performance tracker and job source analysis
  • Produce quarterly team performance reports and ad hoc reports such as conversion ratios

Marketing

  • Create and post LinkedIn content three times a week
  • Post and remove job adverts on Indeed, Reed and the company website
  • Format client presentations using existing templates

Office and operations

  • Approve holiday requests in the HR system
  • Keep company policies and insurance documents up to date
  • Manage office supplies and supplier relationships
  • Organise team events, including Christmas and summer socials

About you

Essential

  • Experience in an EA, PA, Office Manager or Operations role covering a broad mix of finance, admin and reporting
  • Hands-on experience of invoicing and credit control, ideally using Xero
  • Strong Excel skills, comfortable maintaining trackers and producing regular reports
  • Highly organised, able to juggle a varied workload and work on your own initiative
  • Discreet, as you will handle commission, margin and other confidential information
  • Immediately available, and able to commit to the full 10 month contract

Desirable

  • Experience within a recruitment agency, particularly with temp compliance and margins
  • Familiarity with a recruitment CRM, DocuSign, Dext or similar tools
  • Experience creating LinkedIn content

How to apply

Apply with an up-to-date CV, together with your availability and salary expectations. As the start date is close, we will be in touch quickly with suitable applicants.

We are an equal opportunities employer and welcome applications from all suitably qualified candidates.

Apply now

Consultant

Rebecca Cobb

Managing Director