19 London
Central London
£30,000 negotiable depending on experience
16 May 2019
12 Jun 2019
Job Title
Office Manager
Industry Sector
Luxury, Retail
Contract Type
Full Time

One of the UK’s leading luxury wine brands is looking to appoint a top-class Office Manager / Front of House to cover a maternity leave contract on a one-year fixed term basis. This award-winning brand is based in the heart of Central London and has a team of approximately 40 people and growing. The face of the company, you will become an ambassador for the brand at all times and have a good understanding of the luxury market. This is an all-round varied position whereby you are the go-to in the office; meeting and greeting VIP guests, supporting the CEO, managing the office and ensuring everything runs smoothly - there is nothing you’re unable to turn your hand to.

You will be a professional, immaculately presented, articulate and have a positive ‘can-do’ attitude - conscientious and with keen eye for detail, you will ensure that the office reflects luxury and the brand’s values at all times.

Key responsibilities and duties:

  • First point of contact for incoming calls, guests and visitors ensuring they are dealt with in a timely and professional manner.
  • Provide administration support to the CEO, including travel arrangements, providing refreshments and other PA duties as required.
  • Providing a warm welcome to any guest, making them feel comfortable and welcome.
  • Management of meeting room booking - ensuring the meeting rooms are ready for guests, organising refreshments and other requests such as AV, stationery requirements or pre-approved lunch set up.
  • Ensuring that the office is impeccably presented, clean and free of clutter at all times, including the kitchen.
  • Preparing the wine tasting in respect of glasses, wine, ice buckets and other requested items. Assisting the Marketing team for any events that are held at the London Office.
  • Distributing post and franking any post to be sent. Dealing with couriers delivering parcels and ensuring letters/parcels get to the right person and location.
  • Responsible for the management of all office supplies, including stationary, cleaning supplies, consumables, and refreshments.
  • Day to day management of external contractors, including the office cleaner, window cleaner and other facilities maintenance suppliers. Ensuring a professional and safe working environment for all guest and staff.
  • Work in conjunction with the Facilities team to ensure that the office is compliant with Health and Safety regulations.
  • The first point of contact to manage the office maintenance or works required, including liaising with the facilities team and the external lease management as and when they may arise.
  • The first point of contact to manage any IT related issues through to resolution. This includes liaising with the facilities and external IT online support for all London office IT, AV and electrical equipment.
  • Responsible for the management and record keeping of IT and Security issued equipment to all staff, including laptops, mobile phones, keys and fobs.
  • Responsible for the management of ordering and restocking business cards for all employees.
  • Liaise with the HR team to conduct regular office induction tours to all new starters and ensuring all relevant forms are completed and filled.
  • Being proactive in all parts of this role, undertake tasks by own initiative, not just when told or reminded.
  • Undertake such other duties commensurate with the responsibilities of the role and any other reasonable management request.

Essential Criteria:

  • Experience of working as an Office Manager, Front of House Personal Assistant or a similar role.
  • Experience of working with a luxury brand or high-end retail
  • Proven experience of working at an executive team level
  • Well-presented, polished and articulate
  • Confident, proactive, positive with a can-do attitude
  • Fluency in English and outstanding communication skills (verbal and written)
  • Polite, professional, customer orientated telephone manner
  • Ability to work under pressure and cope with conflicting priorities
  • High level of resourcefulness and the ability to always solve problems using own initiative
  • Effective planner, organised and methodical. Ability to multi-task and meet deadlines.
  • Receptive to change, resilient and adaptable
  • Good understanding of Microsoft Office software, specifically Word, Excel, PowerPoint and Outlook
  • High degree of discretion and professionalism

If this position sounds of interest and you meet the essential criteria, please get in touch to find out more or apply within.

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