Hortus Loci Landscapes is an esteemed leader in the world of bespoke garden and landscape design, born out of the exceptional success of our sister company, Hortus Loci. Renowned for its unparalleled achievements at all RHS flower shows, Hortus Loci has set the standard in the industry, and Hortus Loci Landscapes carries forward this legacy with a focus on creating stunning, tailor-made outdoor spaces for the most discerning clients.

Our team specialises in crafting unique and luxurious gardens and landscapes that transform private residences into breathtaking sanctuaries. We pride ourselves on our meticulous attention to detail, creative vision, and commitment to excellence, ensuring that each project not only meets but exceeds the highest standards of quality and sophistication.

At Hortus Loci Landscapes, we cater exclusively to high-end and private customers, offering personalisedservices that reflect our clients tastes and lifestyles. With our extensive experience, unparalleled plant knowledge, and passion for innovation, we bring dream gardens to life, making every outdoor space a masterpiece.

Job Overview
Hortus Loci Landscapes Ltd. is seeking a highly organised, detail-oriented, and proactive Office Manager to ensure the smooth and efficient operation of the office while supporting the team and managing day-to-day administrative, financial, human resources and operational tasks. This position requires strong organisational and leadership skills to manage office resources, oversee financial processes, coordinate schedules, and ensure the office adheres to relevant regulations and policies.

The Office Manager will be responsible for overseeing the workflow of the office, managing a small team, handling financial duties, ensuring compliance with HR and health and safety regulations, and fostering a productive and positive work environment. The role requires excellent communication, multitasking, and problem-solving abilities to ensure the office runs efficiently and supports the company’s growth and success.

In this dynamic position, the Office Manager will collaborate with various departments, handle internal communication, and assist in the implementation of office procedures to drive productivity and maintain high standards of service. This role is integral to ensuring the seamless functioning of the business, enabling other teams to focus on their work while being supported by an organised and efficient office environment.

Key Responsibilities

1. Team Management and Leadership:

• Manage and supervise a small office team, ensuring all tasks are completed on time and to a high standard.
• Delegate daily office duties such as answering phones, managing schedules, and handling client inquiries.
• Provide training and support to new employees and offer ongoing development for existing team members.
• Conduct regular team meetings to review goals, discuss challenges, and foster a collaborative and productive work environment.
• Act as a point of contact for any team-related issues, fostering a positive office culture.

2. Office Administration:

• Oversee the day-to-day operations of the office, including maintaining filing systems (both physical and digital).
• Ensure smooth operations, including the management of office supplies, equipment, and general office maintenance.
• Handle incoming communications (phone calls, emails, and post) and ensure timely and accurate responses.

3. Financial Management & Compliance

• Oversee and manage the company’s accounts payable and receivable and ensure accurate processing of payments to vendors.
• Regularly reconcile financial accounts and ensure all transactions are accurately recorded in line with company policies.
• Assist with preparing financial reports such as balance sheets, profit and loss statements, and cash flow statements.
• Collaborate with management to create and monitor budgets, identify cost-saving opportunities, and maintain financial efficiency across the business.
• Track and ensure payments are made on time to suppliers and subcontractors.
• Maintain up-to-date records for tax filings and ensure the business is prepared for audits and financial reviews.

4. Health, Safety and Regulatory Compliance

• Ensure the company complies with all Health and Safety regulations within the office.
• Maintain relevant office health and safety documentation, including risk assessments and accident reports.
• Ensure the company is compliant with UK employment laws, including employee contracts, sick leave, and holiday entitlements.
• Keep up to date with changes in UK tax law, H&S legislation, and data protection laws (GDPR) to ensure ongoing compliance.
• Ensure environmental compliance in the operation of landscaping projects and office practices.

5. Client and Vendor Relationship Management:

• Act as the primary point of contact for client enquiries, ensuring high levels of customer satisfaction through effective communication.
• Develop and maintain strong relationships with suppliers, subcontractors, and other external partners.
• Ensure vendor agreements, contracts, and terms are adhered to and periodically reviewed for cost-effectiveness.

6. Marketing & Communications:

• Support the development of marketing materials and updates to the website, including social media content and promotions.
• Track the performance of marketing campaigns and suggest improvements for engagement.
• Ensure that all marketing content complies with the company’s branding guidelines.

7. Other Administrative Support:

• Assist senior management with strategic planning and administrative support.
• Handle any additional tasks that may arise in the day-to-day operation of the business.

Qualifications & Skills

• Proven experience in office management, financial oversight, and team management (preferably within the landscaping or construction industry).
• Strong understanding of UK financial regulations.
• Experience in accounting software, QuickBooks.
• Exceptional organisational skills with the ability to prioritise multiple tasks.
• Excellent communication skills, both written and verbal, with the ability to interact effectively with staff, clients, and suppliers.
• Proficiency in Microsoft Office Suite (Excel, Word, Outlook) and other office management tools.
• Knowledge of Health and Safety regulations in the UK.
• Ability to work independently, meet deadlines, and problem-solve in a fast-paced environment.
• Strong leadership and team management experience, with a positive and supportive approach.
• A proactive approach to improving office systems and processes for efficiency and growth.

Personal Characteristics

• Self-motivated and proactive, with a positive, “can-do” attitude.
• Ability to work independently and as part of a team.
• Strong problem-solving skills, able to handle challenges with a calm, solution-focused approach.
• Reliable, punctual, and flexible with the ability to adapt to changing priorities.

Working Conditions

• Full-time position (40 hours per week)
• Office-based role, with occasional site visits for project coordination or client meetings.
• Competitive salary based on experience, with potential for growth within the company.

Why Join Us
At Hortus Loci Landscapes Ltd., we value a strong team and believe in fostering a positive, collaborative workplace. As a key part of our team, you will have the opportunity to grow professionally, contribute to the company’s success, and help us become the landscaping company of choice.

We regret to inform you we are unable to contact all candidates personally. Only those selected for an interview will be notified.