Office Manager - Creative / Media

Location
London (Greater)
Salary
Competitive Salary + Benefits
Posted
22 Jan 2020
Closes
22 Feb 2020
Ref
13289
Discipline
Media
Specialism
Digital
Business Type
Brand / In-house
Seniority
Manager
Contract Type
Permanent
Hours
Full-Time

Excellent opportunity for an Administrative leader who is smart, fast and ambitious, ideally from the Media / Creative space. A competitve salary plus good benefits and a lot of space to learn, develop and progress awaits. Working hours 8:30am - 5pm with some flexibility.

Office Manager - Creative / Media
Central London | Competitive Salary + Benefits


We are a creative brand based in London and we are now looking for an experienced, proactive and solution focused Office Manager to oversee the running of our London office.

We’re looking for someone to come on-board who can implement new initiatives, processes and work to a high standard. The role requires a super proactive, confident and positive individual who is a fantastic problem solver and thrives in “go to” person role.

The Office Manager is responsible for ensuring the effective running of a fast-paced office environment (c.120 employees). The Office Manager will be responsible for providing support to senior management, maintaining and improving office services and coordinating several office activities.

You will be handling a large office move next year therefore previous experience with an office move is a must. You will need to be a confident communicator with a proactive attitude. You will be owning all aspects of Office Management including but not limited to Facilities, Health & Safety Regulations, HR and Talent, liaison with the IT third party supplier, organising events etc.


Key Responsibilities:

+ Create an excellent experience of our office for internal and external visitors. Ensuring the highest levels of hospitality, efficiency and experience are maintained (reception, security, office or external company events, maintenance, mail, archiving, cleaning, catering, waste disposal and recycling).
+ Oversee office facilities and communicate with building managers & landlords, manage refurbishments, maintenance and workplace design.
+ Ensures the office premises are effectively maintained, presenting an appropriate image to visitors at all times.
+ Ensures office facilities are in working condition, including office/kitchen equipment and systems, by contacting suppliers and other service providers as needed and arranging for any necessary repairs.
+ Project manage any office maintenance and reconfigurations
+ Project management of the office move - manage various contracts, price negotiations with office vendors and service providers.
+ When required, manage arrangements for catering, ordering office supplies & furniture.
+ Maintain office supplies and equipment; ordering as needed within agreed budget and act as liaison between the business and vendors for lease renewal, equipment maintenance, or queries with supplies, invoices, and billing.

Talent & HR

+ Manage the starter process, on boarding and induction of new employees (i.e. setting up a desk and arranging provision of laptops, welcome packs, and health and safety instructions).
+ Assist with new joiner inductions including providing information, conducting office tours and informing new joiners of office and facilities processes.
+ Oversee and manage administration processes and procedures including incoming calls and visitors and employee filing systems
+ Manage the process for leavers; collect company property, ensuring the return of laptops and cancelling email accounts & access to Group systems
+ Provide project focused administration support to the Head of HR and Senior Management as required
+ Prepare documents, reports and presentations (if and when requested by your manager) and support on general HR administrative tasks.
+ Assist with implementation and maintenance of Recruitment and HR systems and procedures
+ Manage HR Databases (employee lists, sickness & holiday) and manage employee folders
+ Act as the super user for the HR system ensuring it's updated in line with staff changes
+ Completion of all transactional HR administration, including the checking and submission of payroll data, recruitment and benefits administration
+ Liaise with the Head of HR regarding any relevant staff changes
+ Support the Head of HR with the management and delivery of HR and Recruitment initiatives
+ Where necessary provide support on all recruitment activities (assist in organising interviews with candidates etc.)

Events:

+ Manage and coordinate external and internal events and meetings, including liaising with suppliers and other third parties
+ Manage company culture initiatives, including organising social (including Christmas and Summer parties) and charity activities and help ensure a general positive vibe across the office

Health & Safety:

+ Manage risk assessments and actions and liaise with building management on health & safety issues.
+ Organise First Aid, Fire training and related courses when required.
+ Manage health & safety issues – maintaining regular scheduled meetings and records of the fire and safety teams/fire drills/safety equipment/training

About You:

+ Previous experience in a similar all-encompassing Office Management role within the media/entertainment/creative space
+ Demonstrable experience of implementing systems and processes to ensure the smooth running of an office
+ Ability to interact and communicate appropriately and professionally
+ Demonstrated excellence in conducting office refurbishments and management of office move
+ Experience in organising and managing employee events
+ Ability to prioritise own workload and manage multiple requests in a fast-paced environment
+ Ability to maintain absolute confidentiality with regard to sensitive information
+ Ability to build and maintain good relationships both internally and externally
+ A warm and collegiate team-focused attitude
+ Ability to work on own initiative with minimal supervision
+ Excellent organisational and planning skills
+ Fantastic communication skills – collaborative and approachable
+ Proactive in problem solving and in getting what you need from your colleagues
+ Work to the priorities as set by line manager
+ Excellent knowledge of MS Office, in particular Excel and PowerPoint

Interested? Apply here for a fast-track path to the Hiring Manager

Application notice... We take your privacy seriously. When you apply, we shall process your details and pass your application to our client for review for this vacancy only. As you might expect we may contact you by email, text or telephone. Your data is processed on the basis of our legitimate interests in fulfilling the recruitment process. Please refer to our Data Privacy Policy & Notice on our website for further details.

If you have any pre-application questions please contact us first quoting the job title & ref. Good luck, Team RR.

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