Business Operations Coordinator

About Ecovia:

Ecovia is a design led glazing and joinery company based in London. We supply high performance glazing and timber products and services to design professionals.

We provide a new generation of products not seen elsewhere in the UK market.

We have completely re-approached the tired traditional glazing marketplace with a focus on brand identity, interiors and design. Ecovia is an ecologically focused company with a mission statement to make our world greener, and welcome applicants for whom this mission statement resonates.

Job outline:

This is a truly exciting time to join Ecovia as the company enters a dynamic phase of growth, with a brand-new website launch and many more developments on the horizon. This multifaceted role offers a unique opportunity to be part of that journey. We’re looking for someone with a flexible and adaptable mindset—ideally with experience in a small business environment—who is comfortable wearing many hats. The position spans a wide range of responsibilities, including company administration, executive assistant support, finance tasks, and elements of HR. No two days are the same, making this an ideal role for someone who thrives in a varied and fast-paced setting.

Job description:

Coordinating and overseeing daily business operations.
Book-keeper for the business maintained on Quickbooks (raising invoices, processing purchases, payroll, bank recs, expenses).
Managing the finance email inbox and uploading invoices, purchase orders and order confirmations to our internal systems
Manage schedules, appointments, and meetings for leadership and staff.
Support the Director in administrative tasks (diary, email, appointments, outstanding to-do’s).
Handle incoming and outgoing correspondence, including emails, phone calls, and mail.
Attending meetings; taking minutes, summarising the meeting, outlining action points and circulating to relevant team members
Maintain and organise office online records, files, and documentation systems (e.g. Dropbox, GoDaddy, Zoho).
Procurement of office and remote working supplies, equipment, and other resources.
Organise company events and meetings.
Coordinate with vendors, service providers, and other external contacts as needed (e.g. plumbers, cleaners, window cleaners)
HR: onboarding/offboarding employees, including helping post the relevant job ad and create short lists for manager review, organising workspaces and materials, starter checklists, right to work checks
Preparing reports, presentations, and other administrative documents
Any other ad hoc tasks requested

About you

Previous experience in an administrative/ HR roles with exposure to Quickbooks, preferably in construction or a related industry is desirable.
Strong organisational and multitasking skills.
Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
Excellent written and verbal communication skills.
Ability to work both independently and collaboratively in a team environment.
Strong problem-solving skills and attention to detail.
A personable and eager to get stuck in individual

Preferred experience:

Experience in business administration
Knowledge of basic accounting or bookkeeping (QB is a plus)
Familiarity with construction or project management software (ZOHO, Approval Max)

Salary:

Starting at £31,500 DOE

Location:

Hybrid - 2 days per week minimum in office

Hours:

Monday – Friday; 8am – 5pm with 1 hour for lunch

Holiday:

23 per year plus 8 bank holidays (3 of the holiday days will be allocated to our Christmas closure dates)

Job Type: Full-time

Pay: £31,500.00-£34,000.00 per year

Benefits:

Company pension
Work from home

Language:

English (preferred)

Work Location: Hybrid remote in London SW11 4ND

Ecovia Build Limited

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Business Operations Coordinator