Office Manager

Our story so far.. At Tjarks and Tjarks, creativity meets craft. For over 35 years, we’ve been shaping bold, distinctive brands that don’t just sit on the shelf, they stand out and get chosen. Trusted partners to our clients across decades, we help navigate the ever-evolving world of shoppers and retail, designing packaging that connects, competes, and converts. From big ideas to flawless execution, we deliver a true 360° design-to-artwork approach. Efficient, precise, and globally consistent. We don’t just collaborate, we create as one. Our team of experts blend imagination with technical excellence to bring brands to life in a seamless, truly integrated way.

About the role.. We’re looking for an experienced, self-driven and highly efficient Office Manager/PA to take the reins of our office - the beating heart of everything we do. This is a pivotal role for someone exceptional who can keep the energy flowing, the details in check, and the entire operation running seamlessly.

• Overseeing the day-to-day upkeep and smooth running of the office
• Managing maintenance, IT support, and Health
• Meeting/greeting guests, answering incoming calls
• Managing meeting rooms, presentation and ambience of office
• Monitoring and maintaining required stock for office requirements
• Managing post/stamp requirements and arranging company events
• Managing all central services such as reception, security, maintenance, mail, archiving, catering, waste disposal and recycling

Facility Management: Facility management requirements including but not limited to the following; making sure any repairs for the office are actioned and are safe, maintain and negotiate where required contracts and sourcing of supplies, manage the office cleaners, manage routine maintenance work (CCTV/Security/Air Conditioning/Equipment safety, etc), opening and closing of the office as required. Make sure that all facilities are compliant with any relevant laws and regulations. Manage the lease and landlord requirements.

Health and Safety: Health and Safety requirements including but not limited to the following; to be one of the company’s First Aider and Fire Marshall representatives, ensure that the Health and Safety Policy and first aid kit is always up to date and available to all staff, manage all Health and Safety requirements in line with the Company’s legal requirement, including any required risk and desk assessments. Responsible for briefing freelancers and new starters on health and safety.

Invoice and Finance: Invoice and financial tasks including but not limited to the following; raise POs, ensure invoices are correct, monthly reconciliation of credit cards, monitor costs and stock control/assist in budget preparation.

Policies and Procedures: Oversee and make sure all relevant OM policies and procedures are in place, including but not limited to the following; Health and Safety Policy, Office Manager Manual, Environmental and Sustainability, and Emergency Handbook.

IT Management: IT duties including but not limited to the following; managing the setup of computers and telephones for new joiners and leavers, logging and managing IT cases making sure they are resolved, general license management, keep IT reports/user lists updated, manage fixed assets/know where computers are at all times, and manage the whole telephone system.

PA Support: PA Support including but not limited to the following; oversee coordination of all travel and accommodation arrangements for Managing Directors and other senior managers as required and carry out administration (research gathering, information, and reporting) and PA support to the Managing Directors as required.

Property Management: Manage the Directors property portfolio as required including but not limited to the following; dealing with maintenance issues, onboarding/offboarding tenants, managing all repair records.

About you.. At least four years office management experience, working within and supporting an office of at least 70+ persons. IT/tech savvy/mac experience is essential. Experience in the ISO certification process desired. Ability to speak German is preferred but not essential. Experience in dealing with and managing Health and Safety requirements. Experience in MS Office (Outlook/Word/Excel) and requirement to use the company’s internal project management system. Ability to balance and own workload/operating autonomously in most situations. Ability to provide an efficient office management service, whilst being able to bring forward new ideas to update and streamline any processes as necessary. Strong analytical skills, with a flair for problem solving. Clear and concise communication skills. Flexibility and able to co-ordinate multiple projects and answer any staff queries in a fast-paced environment.