Job Description

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The Company:
 

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

The Position:

As an Office Operations & Business Manager, the successful candidate will oversee the daily business operations of the studio, with a heavy focus on project and time tracking, office administration, and ERP system integrity. In addition, the Office Operations & Business Manager will be responsible for ensuring that the studio’s "back office" is as precise and well-lit 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 new Client Inquiries. Produce fee proposals and contracts for potential & 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 as well as submission date / project statement of account / next financial milestones / submission folders are organised 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 (e.g., SD, DD, 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 info.

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, 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, Word.
• Software Mastery: Experience in 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.

An attractive remuneration package will be offered to the successful candidate.
All applications will be handled with complete confidentiality.

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How to Apply

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