Office Manager - Shoreditch, United Kingdom - TED EXPERIENCE
Description
Job Description
This Role
As Office Manager you will play a vital role in helping the Exec team run the office and act as lynchpin to the team.
Facilities, Operations, IT and HR will be at the heart of your daily responsibilities but as assistant to the Exec team you will from time to time be required to support other tasks.
You will be accountable for the smooth daily running of the office, as well as administration support for the team, when needed.
This role works across multiple functions of the business from front-of-house management, office maintenance (daily and long term), supporting the Chief Executive Officer, Managing Director and Financial Director with administration, to onboarding new starters into the business on their first day and requires dedication and diligence.
Broad Objectives
1 To ensure smooth running of daily office operations
2 To contribute to driving sustainable growth by ensuring employees have sufficient support to work efficiently
3 To support the Exec team as required
Specific Responsibilities
Front of House Management
Managing the reception area/front door, including welcoming guests and clients
Managing company correspondence, phone, calls, emails, letters, and packages
Overseeing meeting room bookings, scheduling appointments for business executives, and overseeing catering and transport during company events
Managing requests for Chief Executive Officer, Managing Director and Financial Director
Office Admin and Maintenance
Managing inventory of office supplies, including stationery, business necessities, multimedia equipment (phone, laptop, accessories) and sustenance
Managing relationships and business accounts with office suppliers, including travel, accommodation, stationery, and IT support
Managing, booking, and creating travel itineraries for business executives, long-distance staff members and company events
Maintaining high standards for working environment, ensuring it is up to expected standards across the business
When required, managing confidential and sensitive tasks for the Exec team with tact and sensitivity
New Starter Onboarding
Liaison for new starters before start day
Managing hardware and software for new starters, ensuring relevant emails and accesses are created before start day
Overseeing approved candidates from approval of application to training, ensuring completion of TED portal with Right To Work and Payment Details included on profile for approval
Managing new starter kit dispatch from warehouse through to successful delivery and completion of 'Kit Acceptance Form' on portal
Staff Database Management, HR & Finance Support
Ensure staff booking portal is maintained and accurate to staff attendance and change of circumstance for new starters training and shadowing days [temporary]
Monitor payroll enquiries email inbox – respond to queries and resolve issues with assistance of the Account Director / Finance Director
Support on HR task as required and guided by the Exec Team
Inter-Departmental Support
Directing of inbound messages to Account Managers and Recruitment team members from various sources (Circle Loop, Telegram, Email) – monitoring communication channels during the working day ensuring full coverage
Assist in field team management – communicate by phone, email, or message to receive and resolve live issues
Training
On-board new internal staff in conjunction with Account Director on business procedures
Create and update training materials for internal on-boarding on business procedures
Ensure full compliance to business procedures
Candidate Requirement & Skillsets
You will have 1 year minimum working within a brand experience or staffing and/or field marketing agency and have experience in administration for the business. A detailed understanding of the staffing, experiential and/or field marketing sector is key. Preferable that you will be working now or will have held previous role(s) in a leading experiential or field marketing agency. You will have a passion for the industry and be able to clearly demonstrate your ability to be well-organised, as this role requires you to manage requirements from multiple stakeholders across the business.
You will be a 'people person' and a 'detail orientated' individual. A brilliant and clear communicator, you'll thrive on naturally forging relationships with team members and have a confident and energetic presence.
Specific Experience
1. Highly presentable and ability to personally convey our brand attributes – professional, knowledgeable, confident, honest, and trustworthy
2. A decent level of social capabilities played out in building relationships with internal employees and senior stakeholders
3. Aptitude for system processes, development, and compliance management of online databases
4. Intermediate to advanced use of Microsoft Excel, and strong initiative for self learning as reporting requirements develop over time
5. Fluency in Microsoft PowerPoint for building client-facing presentation decks, as well as training materials for wider external teams
6. High level of written English and eye for detail in producing both internal and external copy
7. Excellent attention to detail and meticulous personal admin
8. Highly motivated and disciplined individual able to work on their own initiative and 'make things happen' through a determined resolute approach