Office Manager - Global Communications Agency

A wonderful opportunity has arisen for an Office Manager to join a successful and expanding Global Communications Agency. Working primarily from their stunning London office, the successful individual will also be flexible to travel to their other South of England offices from time to time. This is a permanent role and would suit a proactive, professional Office Manager used to juggling multiple priorities and building strong working relationships across the business.

Culturally, the team is sociable, collaborative and supportive and the office space is modern with wonderful facilities with events held onsite including wellbeing initiative, client events and team socials - A positive, fun place to work and a truly brilliant team.

Key responsibilities will include (but are not limited to):

• Being the point of contact for general day to day employee facilities queries..
• Being the point of contact for the building reception and office management company.
• Ensuring daily office facilities run effectively and efficiently.
• Purchasing and maintaining general office supplies (i.e., stationery, paper etc.), maintain inventory and ensure stationery cupboard is kept tidy.
• Ensuring provisions (tea, coffee etc.) are always in stock and replenished as required.
• Managing the milk and fruit delivery supply.
• Carrying out office inductions for new employees
• Ensuring the office supplier spreadsheet is updated with contact details etc.
• Assisting with office events.
• Creating access passes for employees / visitors and maintain a log of this.
• Maintaining office reference binder inc. various logs, such as car registrations (where onsite parking is offered) etc.
• Coordinating couriers and incoming/outgoing mail/packages via building reception.
• Assisting employees with meeting arrangements including booking meeting rooms, arranging telecoms and organising refreshments.
• Organising company gifts and long service awards where needed.
• Office movements – monitoring and keeping track of the office booking system
• Maintaining office seating/floor plans and managing office moves.
• Health and safety of the office i.e., maintaining and updating office health & safety guidelines, risk assessments, fire evacuation procedures etc. (in conjunction with Operations Executive).
• Invoices and logging expenditure on budget tracker
• Logging expenditure on budget tracker provided and owned by the Operations Executive.
• Keeping track of office First Aiders, Fire Marshal’s and organising training courses when needed.

Skills and experience:

• Previous Office Management experience (ideally 1-2 years minimum)
• Outstanding communication skill (written and oral)
• Excellent organisational skills
• Advanced IT skills.
• A pro-active approach to tasks.
• Great problem-solving skills, lots of initiative and plenty of team spirit

Lily Shippen are experts in recruiting top business support and Human Resources talent, including PAs, EAs, Receptionists, Private PAs and Office Managers as well as Generalists, L&D, Recruitment (Experienced and Graduate) and HR Operations, on a temporary, permanent and fixed-term contract basis. We work with clients across the UK from our offices in London and Manchester, as well as servicing international and remote roles