A great opportunity for an intelligent, enthusiastic Office Manager to make their mark in an agency of experienced, confident and creative, like-minded individuals.
Our client is a specialist marketing agency working with some of the most prestigious names in the UK and abroad delivering creative across branding, print and digital
KEY DUTIES: The role relies upon supporting the following areas of the business with these key duties:
Management of boardroom diary, setting up and clearing down of refreshments for client meetings Booking of lunches for directors Arranging ad-hoc meetings for directors Administration Arranging of couriers for directors Organising security passes for staff Organise the office layout and maintain supplies of stationery and equipment Ordering of stationery and maintaining the right levels of stock Dealing with printer issues Sourcing/researching and booking of company events e.g. away days Maintenance of studio library and brochure stock, including filing of work Meticulously managing business travel requirements from taxis through to flights, accommodation, visas etc.
Professionally answering the switchboard and directing callers to appropriate individuals, screening calls and taking messages. Meeting, greeting and seating clients / suppliers for directors
Co-ordinating recruitment within the agency, this includes for both freelance and permanent hires Dealing with recruiters regarding new briefs, setting up interviews with appropriate staff members, arranging feedback to the recruiters and handing over to finance for signing of contracts Maintenance of a spreadsheet of preferred freelancers Inducting of all new starters freelance and permanent, including arrangement of desks, computers, business cards etc
Compiling expense breakdowns according to bank statements for directors Co-ordination of studio timesheets Co-ordination of phone contracts for staff members Administrative support
Co-ordination of back-up tapes First port of call for IT queries liaising with IT support Purchasing of domains, renewals, transfers and MT updates Font purchases and uploads Managing and implementing company-wide software updates
Maintain the condition of the office and arrange for necessary repairs Liaising with building maintenance and facilities teams
Co-ordination of probationary and yearly reviews across the company Keeping accurate check on sickness and holiday rosters within the agency Managing of Office Assistant to ensure all duties are carrier out as required.
SKILLS & EXPERIENCE REQUIRED:
Excellent organisational and time management skills Knowledge of Microsoft Office Suite (Word, PowerPoint, Excel) and other commonly used office packages Strong IT and typing skills The ability to manage your own workload and supervise the work of others concurrently Excellent interpersonal, oral and written communication skills Attention to detail Flexibility and adaptability to changing workloads A problem-solving approach to work project management skills.
Flexible, team player Administration whizz Strong IT skills and an aptitude and desire to want to understand more Attention to detail Multi-tasker