Office Manager & Receptionist - Experiential Marketing Agency

Office Manager & Receptionist – Experiential Marketing Agency

In the role of Office Manager & Receptionist, you are responsible for the smooth and efficient running of GPJ’s London office. Your primary focus is to ensure our space is welcoming, organized, and a positive environment for all staff, clients, and visitors.

Key Responsibilities

Front of House & Reception

• Serve as the main point of contact for all visitors, clients, and staff.
• Manage the reception area, ensuring it is always welcoming and tidy.
• Monitor the main office email and internal communication channels, responding to inquiries promptly, and proactively communicating key office updates and messages to the team.
• Provide support for meeting room bookings and basic AV needs.
• Provide office support to our Project agencies and colleagues.

Office Management & Administration

• Take ownership of the office environment, maintaining a clean and functional space for agile working.
• Act as a strong advocate for a smoothly running office, ensuring operational policies and office rules are maintained.
• Taking full accountability for task prioritization and timely execution of all office operational tasks.
• Management of our office suppliers, conducting reviews and negotiations, and taking an assertive stance where necessary to ensure high standards of delivery and cost‑effective value for the agency.
• Manage the stock and orders of office supplies, stationary, and kitchen inventory.
• Handle daily postal deliveries, couriers, and company taxi accounts.
• Support staff onboarding and off‑boarding, including managing access fobs, mobile phones, business taxi accounts and welcome packs.
• Process invoices and purchase orders for all office‑related expenses, and occasional support for the senior leadership team.
• Proactively seeking opportunities to evolve and optimise office operations, possessing the initiative to bring those ideas to the table to make them happen.

Events & Meetings Support

• Support the coordination of onsite meetings and events, including catering, refreshments, and room setup.
• Ensure all meeting rooms are kept clean, tidy and in good working order throughout the day.
• Manage the inventory of all meeting and catering supplies.
• Provide occasional support for office meetings and events that happen outside of office hours.

Health & Safety

• Taking full ownership of the health and safety across the office proactively, ensuring all checks, assessments and compliance tasks are scheduled and completed on time.
• Conduct DSE (Display Screen Equipment) assessments for staff.
• Acting as the lead designated Fire Warden and First Aider, organising all necessary training and certification renewals.
• Liaise with building management and external contractors on maintenance, fire safety and security.

About You

• You are driven by service excellence, providing responsive, high‑quality support to all staff, clients, and visitors.
• You are a proactive self‑starter, who enjoys managing a diverse workload independently.
• You strike the right balance, maintaining a tight‑ship while remaining truly helpful, approachable and friendly.
• You are resourceful and curious, with the genuine willingness to throw yourself into a new subject or area of responsibility.
• You are adaptable and calm under pressure, capable of managing changing priorities and responsibilities.
• You’re a supportive team player, always willing to support those around you and jump in wherever needed.
• You are a problem solver, who uses initiative to continuously improve operations and bring the best solutions to the business.
• You are an excellent communicator, and have strong written and verbal communication skills.
• You are highly organised and detail‑oriented, ensuring all office operations run smoothly and efficiently.

Qualifications & Experience

• 3+ years of experience in an Office Manager or Receptionist role, ideally within an agency or creative environment.
• Proven experience with successful supplier management, including conducting reviews and negotiations.
• Strong computer literacy and proficiency in standard office software.
• Excellent written and verbal communication skills.
• Strong organisational, time management and problem‑solving abilities.
• Basic financial knowledge related to invoices and purchase orders.
• First Aid and Fire Marshal certification is a plus.

Department: Operations

Location: 53 Great Suffolk Street, SE1 0DB (fully office‑based)

Days: 3 days a week, Tuesday, Wednesday and Thursday

Hours: 09:00‑17:30

Seniority Level

• Associate

Employment Type

• Part-time

Job Function

• Administrative

Industries

• Marketing Services
• Events Services