Office Manager

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:

Diary Management:

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.  

Reception: 

Professionally answering the switchboard and directing callers to appropriate individuals, screening calls and taking messages.  Meeting, greeting and seating clients / suppliers for directors  

Recruitment

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  

Finance

Compiling expense breakdowns according to bank statements for directors  Co-ordination of studio timesheets  Co-ordination of phone contracts for staff members  Administrative support   

IT 

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  

Building Maintenance 

Maintain the condition of the office and arrange for necessary repairs  Liaising with building maintenance and facilities teams  

HR 

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:

Mandatory:

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.  

KEY COMPETENCIES:

Flexible, team player Administration whizz  Strong IT skills and an aptitude and desire to want to understand more Attention to detail  Multi-tasker