Office Manager

Position

Office Manager (Full-time or Part-time)

Location

London

Reporting to

Head of Operations, People & Culture

Salary

£30,000 - £45,000 pro rata (dependent on experience)

We’re not your typical agency.

Raptor is one of the world’s fastest-growing independent youth and community marketing agencies, helping major brands connect authentically with the next generation through ambassadors, creators, communities, experiences and social-first campaigns.

Over the past decade, we have grown from a start-up into a global agency working across North America, Europe and APAC.

Our partners include Airbnb, Pepsi Co, Deliveroo, Jägermeister, Tinder and many more.

Our ambition is simple: to become the world’s leading youth marketing agency.

That means building world-class teams, exceptional technology and a global operating model that lets us deliver brilliantly and consistently in every market.

This is where you come in.

About You

The ideal Office Manager is the heart of our agency - someone who creates an environment where people can do their best work while ensuring everything runs smoothly behind the scenes.

As the first face visitors see, you'll set the tone with a warm, professional welcome and be a true ambassador for our culture.

You'll take pride in creating a workspace that is organised, vibrant and inspiring, bringing energy and personality to the office while making sure our team feels supported, cared for and equipped to thrive.

You'll embody our values in everything you do, balancing approachability with the confidence to maintain high standards, keep the office running seamlessly, and ensure everything stays shipshape.

You'll know when to bring the fun, when to take charge, and how to create an environment that reflects the ambition, creativity and pace of a growing agency.

The Role

This is a hands-on role working to develop current and implement new Office, People & Culture practices within the agency setting in line with current legislation.

We operate a hybrid working model – from home and within our office in Shoreditch.

It will be mainly office based, with some flexibility for working from home.

The intention is that approximately 80% of working duties will be in supporting the general running of the agency with office management and operational duties.

While approximately 20% of the role will be supporting the leadership team with administrative duties, HR duties and Finance duties as and when required.

Responsibilities

• Office Management
• (To make up approximately 80% of duties)
• Culture and Values – Working with the Senior Leadership Team to maintain key values and rules for all employees to follow to ensure the company culture and ways of working are maintained across the company.
• Company Socials – The management of team social activities and social budgets including quarterly full company away days.
• General Office Management Duties - maintaining a functioning office space, kitchen and bathroom to a high standard, liaising with cleaners and suppliers to keep an efficient and creative working environment.
• Fire, Health and Safety - Assist in accident and incident reporting and policies and upkeep of fire, health and safety equipment.
• Budget Awareness - Supporting cost-effective management of office suppliers and services.
• Utilities – Managing office sundries, cleaning and utility contracts.
• IT – Organisation of IT support and new hardware/software when required. Coordinating with external IT providers for hardware, software and support.
• Building Liaison - Liaising with the building reception team to ensure all building related updates are relayed to the wider team.
• DSE and workstation compliance – coordinate DSE assessments, maintain records and support reasonable adjustments in line with health and safety requirements.
• Senior Leadership Admin - supporting the CEO and SLT on administrative duties such as logistics bookings and meeting notes.
• HR Management
• (To make up approximately 20% of duties)
• Manage thorough processes for all standard HR practices required for the agency to operate efficiently and meet all HR legislation.
• HR administration and record keeping - maintaining accurate employee records (contracts, probations, sickness records, changes, right-to-work checks, GDPR compliance).
• Recruitment – writing of job descriptions, drafting advertisements, conducting first stage interviews, and managing the interview process of new candidates alongside Line Managers.
• Onboarding – Preparation of onboarding materials and training plans. To include offer letters, contracts, new starter packs, induction timetables and probation meetings.
• Training – Working with team leaders to understand training needs and support with the sourcing and booking of training courses.
• Employee Relations – handle employee issues, including employee relations and performance management alongside team leads.
• Resignations - Managing resignations, exit interviews, final documentation and system updates.
• Holidays – Monitoring of employee holiday allowances and requests.
• Platform – Responsibility for management and best practise using the current HR platform (Charlie HR).
• Where required, to have the understanding and skills to escalation any HR related issues that sit above your current level of training.

Working with the Head of Operations, People & Culture, Senior Leadership Team and external consultants where required.

• Prerequisites
• You will have had previous experience working in an Office Manager capacity within an agency setting.
• 1-3 years experience in an Office Manager or HR role.
• Track record working within a similar size company (50+ employees).
• Good level of IT skills.
• You’re a Raptor at heart – down to earth, ambitious, tenacious and able to bring solutions to problems; innovating wherever possible.
• Nice to have: CIPD qualified or currently working towards a qualification.
• Key Competencies
• Process – bring tested processes to the agency that can be adopted throughout to help streamline agency processes.
• Discretion and confidentiality - handles sensitive information with professionalism, care and integrity.
• Attention to Detail – dot the I’s and cross the T’s for all processes and procedures.
• Organised – thorough in all communications and activities, which instils confidence in clients, peers and managers.
• Relationship Builder – natural relationship builder, being the first point of contact for the team on all HR and office processes.
• Creativity – bring innovative approaches and thinking to projects, thinking outside the box to bring the best / most innovative solution to the table.
• Writer – possesses exceptional writing skills and the capability to articulate their thoughts clearly and concisely.

They use creative and technically sound writing to produce powerful and effective communications.

• Positivity – bring positive energy to Raptor that is encouraging and uplifting to the team, clients and suppliers.
• Confidence – put in the time needed to gain knowledge and experience. Are happy to offer their thoughts and speak up / out to communicate their views.
• Balanced – have a strong work-life balance, personal interests, hobbies with a strong social network.

Benefits

• 24 days’ holiday per year
• Bonus scheme
• Vitality Health cover
• Work from Anywhere scheme
• New business incentives scheme
• Annual summer and Christmas parties
• Team-building and agency activities
• Discounts on local and national brands and businesses
• #J-18808-Ljbffr