Ivo Textiles is a leading textile manufacturing company based in West London. The business specialises in printing beautiful furnishing fabrics and wall coverings for many market leaders as well as contract commissions for palaces, embassies, private houses and hotels.
We are looking for a Receptionist / Invoice Clerk & Document Controller to join our team on a full-time temporary maternity cover contract starting 1st October 2025. Based at our Southall office, this role combines front-of-house reception duties with invoicing support and document management. The ideal candidate will have at least one year’s customer service experience, be confident using MS Office, and demonstrate strong organisational and attention-to-detail skills. Experience with Accounting and document control is preferable. This is a great opportunity to contribute to a busy, professional environment while gaining varied experience across administration, accounting, and customer service.

QUALIFICATIONS & EXPERIENCE

• Minimum of one year’s customer service experience.
• Minimum of one year’s experience working with computers.
• Proficient in MS Outlook, Word, and Excel (basic level or above).
• Experience with accurate data entry and cross-checking of critical information.
• Minimum GCSE Grade C/4 in English and Maths.
• Desirable: Experience with invoicing and Sage Accounting.
• Desirable: Previous experience in document control or document management systems.

RECEPTION DUTIES

• Serve as the first point of contact to greet and assist visitors.
• Ensure visitors comply with health and safety protocols.
• Manage all incoming calls, take accurate messages, and operate the switchboard.
• Organise and distribute incoming and outgoing post.
• Handle deliveries and collections, coordinating with relevant departments.
• Maintain a clean, professional, and organised reception area.
• Monitor shared email inboxes, responding or redirecting as appropriate.
• Order stationery, cleaning, kitchen, and first aid supplies (with line manager approval).
• Assist with maintaining office cleanliness, including light tidying and daily sanitising of common areas.
• Support directors with administrative tasks including filing, copying, and typing.
• Conduct routine checks of first aid and eye wash kits to ensure they are stocked.
• Assist with stock reconciliation when required.

INVOICING DUTIES

• Review production job sheets, correct errors, and ensure accurate figures on all paperwork.
• Prepare, scan, print, collate, and file invoices.
• Transfer invoice data into the accounting system.
• Support finance team with other invoicing-related tasks as required.

DOCUMENT CONTROL DUTIES

• Receive, catalogue, store, retrieve, and distribute documents (both electronic and physical), including customer and supplier invoices.
• Ensure all documents are accurate, current, and compliant with relevant policies and regulations.
• Manage documents throughout their lifecycle—from creation to secure archival or disposal.
• Liaise with internal teams and external stakeholders to support document-related needs.
• Conduct regular document audits to ensure accuracy, completeness, and compliance.
• Carry out any other tasks commensurate with role as requested by management according to business needs.