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- Tasks: Manage office operations and provide PA support to Senior Management.
- Company: Join a leading global PR agency with a strong fashion and lifestyle focus.
- Benefits: Enjoy a dynamic work environment in a prestigious industry with potential growth opportunities.
- Why this job: Be the face of the office and play a vital role in a creative team.
- Qualifications: Previous office management experience preferred; must be proficient in Microsoft Office.
- Other info: In-office presence required 5 days a week.
The predicted salary is between 36000 - 60000 £ per year.
Karla Otto is a globally recognized public relations and communications agency, founded in 1982, with offices in 15 key cities across the UK, EMEA, US, and Asia. With a strong presence in fashion capitals such as Milan, London, Paris, and New York, the agency has built a reputation for representing some of the most prestigious names in fashion, beauty, and lifestyle.
In 2017, Karla Otto merged with K2 to form THE INDEPENDENTS—a global marketing, design, and communications group. This collective brings together industry leaders who share a commitment to innovation, excellence, and thoughtful collaboration across the luxury and lifestyle sectors.
Karla Otto London is looking for an enthusiastic, proactive, and self-motivated individual to join the team as an Office Manager & Reception Lead. This is a key role in ensuring the smooth day-to-day running of the office, acting as the first point of contact for visitors, and providing occasional PA support to Senior Management. This role would require an in-office presence 5 days a week.
Office & Reception Management- Ensure the reception area is always tidy, presentable, and well-stocked with relevant materials
- Record and manage office expenditure, budgets, and supplier invoices
- Manage the office support rota, in collaboration with the communications department
- Organise office layout and maintain supplies of stationery and equipment
- Oversee the condition of the office, coordinating with cleaners, maintenance providers, and contractors as needed
- Negotiate and manage office insurance and service contracts
- Review and update health & safety and fire safety policies, ensuring compliance across both office sites
- Coordinate regular testing of electrical equipment and safety devices
- Manage office subscriptions (magazines, newspapers, digital platforms)
- Maintain accurate records, files, and documentation in line with company policy
- Provide day-to-day administrative support to the Senior Management team including but not limited to minute taking and meeting scheduling, diary management, travel bookings, expenses, and occasional research or presentation support
- Wider project and event management support
- Previous office management experience, with exposure to PA duties preferable
- Must be efficient in Microsoft Office
- Efficient time management skills and ability to think outside the box to meet expectations
- Displays leadership qualities and effectively delegates where appropriate
- Prioritises and manages multiple projects simultaneously, and follows through on issues in a timely manner
- Takes ownership for specific projects without supervision
- Willing to go above and beyond the call of duty to complete a project accurately and on time
Office Manager, Receptionist - PA & Team Support (London Area) employer: KARLA OTTO
Contact Detail:
KARLA OTTO Recruiting Team
StudySmarter Expert Advice 🤫
We think this is how you could land Office Manager, Receptionist - PA & Team Support (London Area)
✨Tip Number 1
Familiarise yourself with the company culture and values of Karla Otto. Understanding their commitment to innovation and excellence in the luxury sector will help you align your approach during interviews and discussions.
✨Tip Number 2
Network with current or former employees of Karla Otto, especially those in similar roles. They can provide valuable insights into the office dynamics and expectations, which can give you an edge in your application process.
✨Tip Number 3
Prepare to discuss specific examples of how you've managed office operations or provided PA support in previous roles. Highlighting your experience with multitasking and time management will demonstrate your suitability for this fast-paced environment.
✨Tip Number 4
Showcase your proficiency in Microsoft Office by being ready to discuss how you've used these tools effectively in past positions. Being able to articulate your skills in managing documents, scheduling, and communication will be crucial.
We think you need these skills to ace Office Manager, Receptionist - PA & Team Support (London Area)
Some tips for your application 🫡
Tailor Your CV: Make sure your CV highlights relevant experience in office management and PA support. Use specific examples that demonstrate your ability to manage multiple tasks, maintain a welcoming environment, and support senior management.
Craft a Compelling Cover Letter: Write a cover letter that showcases your enthusiasm for the role and the company. Mention your proactive approach and how your skills align with the responsibilities outlined in the job description.
Highlight Relevant Skills: In your application, emphasise your proficiency in Microsoft Office and any other relevant software. Discuss your time management skills and ability to think creatively to solve problems.
Showcase Leadership Qualities: If you have experience leading teams or projects, make sure to include this in your application. Highlight instances where you've effectively delegated tasks or taken ownership of projects.
How to prepare for a job interview at KARLA OTTO
✨Show Enthusiasm for the Role
Make sure to express your excitement about the Office Manager & Reception Lead position. Talk about what specifically draws you to Karla Otto and how you align with their values in the luxury and lifestyle sectors.
✨Demonstrate Organisational Skills
Prepare examples of how you've successfully managed office operations or supported senior management in previous roles. Highlight your ability to keep things running smoothly, as this is crucial for the role.
✨Familiarise Yourself with Company Culture
Research Karla Otto's history and their approach to public relations and communications. Understanding their brand and ethos will help you tailor your responses and show that you're a good fit for their team.
✨Prepare for Scenario-Based Questions
Think about potential challenges you might face in the role, such as managing multiple projects or dealing with difficult visitors. Be ready to discuss how you would handle these situations effectively.
