Workplace Operations Manager

Main Responsibilities

• Implementation and maintenance of office procedures and policies to ensure the office runs smoothly, efficiently, and professionally, including sourcing of office materials and suppliers, postage and couriers, maintaining hardcopy and electronic filing, and managing the reception functions.
• UK Office maintenance - ensure all physical aspects of the office are appropriately maintained, repaired, and upgraded where applicable.
• Ensuring OH&S standards are met in the UK office, including the preservation of the building and staff's security needs.
• Development and maintenance of rigorous processes to reliably store company intellectual property in a manner that adds value to the company, including understanding the requirements of departments such as Marketing, Logistics, Finance, HR, and IT.
• Coordinate all internal communication, including facilitation of monthly meetings, Retail meetings, and annual events like Christmas and Summer social gatherings.
• Assist in the induction and training of new staff in office protocols and ensure these protocols are maintained.
• This full-time role involves fostering close working relationships with all divisions of the London office and beyond.
• Manage the Entertainment, Travel, and Gifting Budget across European offices.
• Mentor European office teams.

Role Purpose

This role reports to the Head of HR and acts as a key contact for managing daily office operations, ensuring a seamless and efficient office experience. It provides support to teams, including facility management, corporate travel, wellbeing, and employee experience, maintaining high standards of customer service internally and externally. The role ensures the London Office operates effectively and aligns with the Aesop culture and brand guidelines. It requires excellent communication skills, attention to detail, and the ability to foster strong relationships. Additionally, the role oversees two office coordinators, providing guidance and support. This is a full-time, office-based position, Monday to Friday.

Responsibilities include:

• Management Assistance: Analyze the effectiveness of office admin functions and improve strategies. Provide HR leadership with monthly attendance reports. Ensure internal communications are cascaded effectively.
• Reception and Administration: Manage reception hours and standards. Greet visitors and manage deliveries. Maintain meeting rooms, office supplies, and mail handling. Manage office inventory and supplies, including seasonal flowers and office decor. Oversee travel platform and external errands. Maintain confidentiality and organized filing systems. Coordinate staff events and milestones.
• Office Culture: Ensure office opening and closing procedures are followed. Coordinate suppliers and manage stock levels. Update campaign information on office screens and manage office projects.
• Team Support: Maintain positive workplace relationships and support team members. Adhere to company policies on equality and safety.
• Health and Safety: Protect health and safety, conduct risk assessments, and manage emergency plans. Train staff as Fire Wardens and First Aiders, and manage incident reporting.

What we are looking for

• An open mindset, curiosity, and a commitment to inclusivity and psychological safety.
• Strong communication skills and experience in office procedures and policy implementation.
• Proficiency in Microsoft Office tools and touch typing.
• Practical problem-solving skills and ability to complete tasks within deadlines.
• Confidence in presenting ideas and escalating issues for continuous improvement.