Office Manager

Please note, we work 4 days a week in our offices in W11 and one day from home.

The Office Manager has responsibility for all aspects of office and front of house organisation and co-ordination. Overseeing and supporting a broad scope of tasks ranging from health and safety compliance, IT support, and team social events. Managing the day-to-day office operations, interacting proactively and assisting across all teams, ensuring the office runs smoothly and a pleasant, organised working environment is maintained. Internally being the go-to person for everything office related and the first point of contact externally.

Key Responsibilities

• Greeting and welcoming all visitors and guests in person and on the telephone assisting as required
• Dealing with incoming and outgoing deliveries, ensuring incoming is timely distributed and outgoing is prepared in time for daily collection
• Booking all couriers after sign-off from relevant manager
• Liaise with contractors – e.g., IT providers, cleaners, recycling agent, TCL telephone provider, maintenance engineers and building management
• Organise office maintenance and repairs, e.g., annual PAT testing, general repairs
• Maintain annual contracts and documentation relating to office contractors
• Manage IT equipment, ordering new stock, setting-up, maintaining an equipment log and managing the maintenance and storage of spare equipment
• Manage the mobile phone contracts. Maintain the asset log
• Manage the set-up of new starter workstations (with suitable desk, functioning IT and telephone equipment) and support with other office moves
• Create new employee Induction Programmes in conjunction with the line manager
• Conduct DSE assessments with new employees, ordering any necessary equipment. Maintain the records and continue to monitor individuals’ needs.
• Maintaining Health & Safety documentation, risk assessments and fire safety assessments
• Organise training for GDPR, First Aiders and Fire Wardens. Maintain records, the First Aid Box and Accident Book
• Process and manage Precision Pay credit cards, ensuring accurate record-keeping and timely submissions to Finance
• Manage inventory and restocking of PR products, web boxes and product storage areas
• Organise PR and Sales deliveries, including support for PR events and exhibitions
• Order all office related supplies and equipment ranging from IT equipment to general office supplies and kitchen stables as required
• Complete all office product stock orders and maintain stock cupboards
• Order and coordinate monthly product allocation
• Support with office equipment, helping resolve issues including printer, telephone and computer faults
• Plan, deliver and host the annual Company Christmas party, alongside monthly employee celebrations and employee engagement activities
• Create monthly Company Newsletters to support internal communication and employee engagement.
• Manage all meeting room bookings. Maintain and prepare the meeting rooms including refreshments and IT equipment as required
• Control office keys and safeguard internal cupboard keys
• Maintain an exceptional level of office housekeeping – reception area, print area, boardroom, kitchen and communal areas.
• Be the Office Champion
• Support with ad-hoc administration needs across the team
• Continuously identify opportunities to improve workplace operations, supplier relationships, and office environment standards

The successful candidate will have the following:

• Previous experience at this level
• Experience and knowledge of working with Health & Safety documentation
• Ability to organise company events ranging from in-house drinks party, to afternoon tea, to an external team celebratory event
• Exceptional customer service; the customer is the internal team
• Numerical and literacy skills; Able to demonstrate effective written communication and can make practical use of relevant management information
• Proactive approach with ability to use initiative and take ownership
• Excellent attention to detail in all aspects of work
• Excellent prioritisation and time management skills
• Charismatic relationship builder, welcoming and positive in approach
• A desire to help create and maintain an environment where people want to be