Office Manager in London

About We Group is the umbrella company for three divisions dedicated to providing services to the events industry: The Fair, We Are Placemaking and We Are OPS. Whether it’s an independent music festival, a live series of events or creative installations enhancing the public realm, no concept or idea is too big. We’re really proud of our work: if it’s not memorable, it’s not ours.

Reporting to: C.O.O

As the central hub of our office, this role manages administration and ensures the seamless flow of operations within our workspace. Responsibilities include checks on time management software, liaison with our external HR advisor, and blending office management, HR and staff scheduling with administrative duties to support the cohesive functioning of our team and the organisation.

Please reply with your CV to workwithus@wegroup.london

Responsibilities

• Company Event Operations (35%)
  • Manage the team event calendar via spreadsheet, attend regular meetings, and engage with freelancers.
  • Maintain freelancer database, monitor contracts, coordinate travel/accommodation, ensure compliance, and coordinate freelancer travel and accommodation bookings.
  • Assist the Ops Account Director in sourcing additional freelance resource to expand and grow our database to facilitate additional events.
  • Ensure compliance with data protection policies when handling employee, freelancer, and client information.
  • Ensure freelancers have appropriate insurances in place and ensure Non Disclosure Agreements are in place where necessary (documents prepared within 24 hours of request).
  • Guarantee completion of signed client contracts and quotes for seamless event operations.
  • Act as day-to-day point of contact between Accounts Teams and CFO, including monitoring PD claims from staff and liaising with Production Managers on losses and damages from events.
  • Assist with administration of Project Budgets in Eventwise software.
  • Support Production Managers in collecting payments for overdue invoices.
  • Support Director in managing company Pleo accounts (including top ups).
  • Manage relationships with 20–30 suppliers, including annual meetings, contract reviews, and feedback.
  • Manage company’s UK/US insurance policies, overseeing claims, renewal and reviews.
• Company Operations, Administration & HR (45%)
  • Weekly review of Harvest/time management software and address issues.
  • Liaise with Team Leaders on staff flexi hours and hybrid working.
  • Serve as the primary point of contact for the external HR advisor.
  • Manage IT equipment tasks, liaise with external provider and IT contacts, and update IT master sheet.
  • Update IT master sheet with Office 365 logins and laptop/accessories details.
  • Research, adopt, and promote AI tools to the wider team.
  • Monitor Health Shield adoption and usage.
  • Support recruitment by placing adverts on LinkedIn or relevant recruitment sites or agencies.
  • Arrange interviews in collaboration with heads of department and senior team.
  • Provide support in recruitment process including onboarding and offboarding, ensuring references are obtained.
  • Introduce new starters and complete onboarding/admin duties, including keys/fobs.
  • Investigate programs for employees with adjusted work requirements.
  • Oversee HR administrative tasks, such as holidays, troubleshooting, appraisal tracker maintenance, template updates and annual pay reviews.
  • Review monthly Trademark infringement reports and feedback to CEO/COO.
  • Manage annual Team Trip (liaising with Director and CEO).
  • Support internal team meetings and staff events by coordinating logistics, including scheduling, room setup, agendas and materials.
  • Organise team socials and volunteer days to strengthen culture and engagement.
  • Occasional audit of staff email for WFH compliance (on request of Director or CEO).
  • Oversee the organisation’s shared Dropbox folders, including audits to maintain organization, accuracy and access controls.
  • Monitor financial reports for leadership and accounting purposes.
  • Provide administrative support to Directors, including diary management, travel arrangements and meeting preparation.
• Office Management (20%)
  • Manage incoming calls, take messages and relay information.
  • Review and respond to emails from the general company address (at least weekly).
  • Maintain accounts (Harvest/Dropbox/Adobe) by adding/deleting entries, managing licenses and addressing discrepancies.
  • Manage subscriptions and renewals with accurate recordkeeping.
  • Update staff billable rates in Harvest.
  • Provide support for business processes, including maintaining the staff handbook.
  • Create internal guides and resources to ensure smooth workflows and efficient office operations.
  • Greet visitors, manage meeting room logistics and provide refreshments.
  • Promote a tidy office, liaise with building management for cleaners; organise spring cleans.
  • Act as primary liaison with building management for facilities queries.
  • Manage office stationery and encourage cost-efficient requests.
  • Support team merchandise inventory and trade memberships; manage relevant subscriptions (IOSH, Purple Guide, etc.).
  • Oversee office contracts and annual PAT testing of relevant equipment.
  • Check post daily and manage correspondence.
  • Review admin systems and improve processes.
  • Provide ad-hoc support to office team members and demonstrate commitment to colleagues’ growth.
  • Manage employee surveys and ensure accurate data collection.

Professional Skills

• Show interest in the events industry, applying knowledge and enthusiasm.
• Maintain precise content, grammar, and English; proofread, draft with HODs, compose emails and letters.
• Stay informed about leisure and festival industry news.
• Keep supplier contacts updated in records.
• Maintain a comprehensive supplier database with notes for the team.
• Accurately complete all purchase orders with job numbers and proper processing.

Financial skills

• Accurately handle invoicing as required.
• Assist in record keeping of credit cards.
• Manage company card, track expenses and ensure documentation for financial records.
• Keep records of Freelancer expenses and allocate to appropriate jobs.

Personal & Management skills

• Accurately report to line manager on achievement of tasks and successes.
• Approach line manager with problems and solutions.
• Prioritise and meet deadlines; plan ahead; manage workload; understand deadline implications and develop solutions.
• Strong organisational skills and exemplary efficiency.
• Manage Senior Management Team’s workload expectations.

Benefits of working at We Group:

• Hybrid/flexi working options
• Holiday pay (additional holiday with years served) + birthday off with pay
• Health Shield membership
• Company share option after 3 years’ service
• Ongoing Personal and Professional Development
• Access to workshops, training and industry events
• Attendance at our portfolio of festivals and events

Application Process

The closing date for applications is 18/09/2025. Please apply by sending your CV and cover letter, explaining how you meet the specification to workwithus@wegroup.london with the subject title “Office Manager”. Successful candidates will be invited for an initial phone call to assess suitability, followed by a 45-minute interview in person or via Teams. There may be a final in-person interview with the CEO.

We Group is committed to equality of opportunity and does not discriminate on the basis of age, race, religion, ancestry, national origin, sex, gender identity, sexual orientation, disability, marriage, caring responsibilities, or pregnancy and maternity. We welcome applications from deaf and disabled people. Do you require reasonable adjustments to apply or attend the interview? Please let us know by calling 0203 916 6310 or emailing workwithus@wegroup.london.

Seniority level: Entry level

Employment type: Full-time

Job function: Administrative

Industries: Events Services