Office Manager in London

About Us

The Rodial Group was founded by London-based entrepreneur, speaker and best-selling author Maria Hatzistefanis in 1999. She has been creating bestselling skincare for over 25 years for skincare sister brands Rodial and Nip + Fab. Rodial, with its hi-tech, innovative and iconic skincare and complexion products, is loved and used by customers and high-profile names around the world, while Nip + Fab’s mission is simple: to provide customers with luxury, science-based skincare formulations at high-street prices and empower them with ingredient knowledge. We are a female-led and founded independent group and live by our values. We champion each other and encourage ourselves and our customers to aim high through our products, events, engagements, publications and high-profile partnerships. Today, both Rodial and Nip + Fab products are available worldwide in 30+ countries, in both prestigious luxury department stores and multiple high-street retailers and pharmacies.

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

The Opportunity

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
• Intermediate IT skills, including Microsoft Office Suite
• 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