Office Manager - Creative Agency

 A one in a million opportunity for an experienced and hungry Office Manager to join an iconic  fully integrated creative agency

• Assisting all office support team members with ad hoc tasks to promote smooth running of the company premises

• Act as emergency weekend and out of hours contact for the company security alarm system and out of hours business interruption

• Completing a daily morning walk around of all offices areas / buildings and actively noting housekeeping and maintenance actions, exits to be cleared, waste disposal etc.

• Liaising consistently with FOH manager to ensure meeting rooms are tidy, furniture is matched, pens and paper stocked – and kitchens per floor are fully stocked with supplies

• Actively managing external supplier contracts – ensuring daily, weekly and monthly items are delivered and to high standard. This includes:

– Cleaning – Security/CCTV/access provider – Keyholders – Fire panel and extinguisher maintenance – Company mobile phone provider – Water coolers / boilers – Coffee machines – Stationery supplier – Stockroom supplier – IT printer and cartridge supplier (maintaining log sheet of all types) – Conference call provider

• Actively manage the  staff list ( full log of all perm, temp and freelance staff across the business)

• Actively manage and improve the new starter and leaver process alongside HR, IT and Business Support

• Ensure floor plans and staff list are always up to date with starters and leavers – highlighting changes to the Business Support team as needed

• Meet with HR weekly to plan pipeline of new starters and clearly brief the respective teams (including external suppliers) on actions required

• Actively and consistently check new starter desk set up in person to ensure high standards- ie. Desk clean, equipment of good quality, all connections made, login instructions provided and mobile phone active

• Leading and managing new starter and freelancer staff building inductions bi – weekly

• Full and active management of the company mobile phone account 

• Plan, manage & deliver office moves, alongside the Head of Business Support

  • Support daily process with office refurbishments & space planning alongside the Head of Business Support and Group Director Business Support

• Proactive and hands on management of all external contractors & suppliers – actively updating log sheets, chasing call outs and seeing issues through to resolution

. • Proactive and hands on management of all First aid & fire safety polices, ensuring signage is up to date, weekly and monthly log books are updated

• Arranging H&S training for staff to meet legal requirements – alongside the Head of Business Support

• Managing the post room cover alongside post room manager and front of house manager- producing monthly rotas for cover and annual leave.

• Managing office supplies budgets and regularly reporting into Head of Business Support and Group Director Business Support

• Being present at company events