Office & Reception Manager - London, United Kingdom - Sephora

Description

At Sephora we inspire our customers, empower our teams, and help them become the best versions of themselves. We create an environment where people are valued, and differences are celebrated. Every day, our teams across the world bring to life our purpose: to expand the way the world sees beauty by empowering the ExtraOrdinary in each of us.

We are united by a common goal - to reimagine the future of beauty.

The opportunity:

The Office & Reception Manager is not just a steward of office efficiency, but also serves as the welcoming face of Sephora, embodying the company's attitude and values in all that they do. They are the first interaction our all who walk through our doors, our internal and external guests experience and therefore have an incredible opportunity to reflect the brand across all those who experience our Sephora UK HQ.

Responsible for managing a range of tasks from the administrative elements of managing office services (cleaning, security) to ensuring a professional and inviting reception area, this role plays a crucial part in creating a positive first impression for visitors and clients, while also ensuring that the office environment remains a comfortable engaging, and efficient place to be for our staff.

Duties & Responsibilities

Office Management:

• Take the lead on HQ site meetings (EME Connects, Townhalls) to ensure they are set up in readiness. Manage any social/networking post these events.
• Coordinate office activities through collaboration with HR on engagement initiatives. Work with representatives from our other offices to ensure consistency in employee experience.
• Maintain our office services with third party vendors (i.e. cleaning contracts, security, coffee machine) by organising office operations and procedures, controlling necessary correspondence.
• Responsible for understanding and maintaining, reporting on, the office running costs
• Negotiate and renew contracts as required working to budget and alignment with key stakeholders (ie. Head of Property, Finance) on any initiatives
• Monitor and maintain office supplies in accordance with needs, and budget
• Generally accountable for the smooth running of all office equipment and arranging for repairs / alternatives when necessary.
• Ensure the social spaces (kitchen, meeting rooms, toilets) remain on-point for Sephora UK standards, including both cleanliness and any stock replenishments)
• Own the H&S and fire procedure(s) responsibility for the office delivering education and training where required.
• Provide support to SMT members on travel and expenses management when required.
• When needed, offer cover for the Executive Assistant to cover holiday / absence
• Adhoc event management (ie. annual all Staff Party, staff sale/s, black Friday events)

Reception Management:

• Embody the spirit of Sephora by warmly welcoming guests and clients, fostering a sense of belonging and inclusivity.
• Act as a brand ambassador, ensuring that every interaction at the reception leaves a positive impression.
• Handle queries and requests promptly, referring to the relevant department where required.
• Manage any central phone calls through to the correct individual (or department).
• Ensure that the reception area exudes the essence of Sephora's vibrant and dynamic culture. Working with the visual merchandising team for any promotions or activations and onsite product promotions
• Ensure the reception area remains clear, liaising with couriers and departments to ensure deliveries are collected by their intended parties in a timely manner.
• Manage post in and post out and maintaining relationships with couriers.
• Provide ad hoc administrative support as and when required.
• Manage the site tour for new starters (H&S) and provision of staff access passes and visitors as required.

Skills & Experience

• Proven experience in office management, reception, or perhaps customer service
• A genuine passion for Sephora's mission and values, with a desire to embody the brand in every aspect of the role.
• High business acumen: experience using knowledge of how the business operates to ensure the smooth running of the office. To generate ideas, be proactive and use their knowledge to further embed key initiatives.
• Proficient across the Microsoft Office suite and other office management software.
• Tech-savvy Can manage through light technical challenges and knows when to escalate to the tech department for resolution.
• Excellent organisational skills and the ability to multitask in a fast-paced environment.
• Exceptional interpersonal and communication skills, with the ability to connect with people from diverse backgrounds.
• Strong attention to detail and problem-solving abilities, coupled with a proactive approach to tasks.

While at Sephora, you'll enjoy...

• The people. You will be surrounded by some of the most talented leaders and teams – people you can be proud to work with.
• The learning. We invest in training and developing our teams, and you will continue evolving and building your skills through personalized career plans.
• The culture. As a leading beauty retailer within the LVMH family, our reach is broad, and our impact is global. It is in our DNA to innovate and, at Sephora, all 40,000 passionate team members across 35 markets and 3,000 stores, are united by a common goal - to reimagine the future of beauty.

You can unleash your creativity, because we've got disruptive spirit. You can learn and evolve, because we empower you to be your best. You can be yourself, because you are what sets us apart. This, is the future of beauty. Reimagine your future, at Sephora.

Sephora is proud to be an equal opportunity workplace for all. We do not discriminate in recruitment, hiring, training, advancement, or other employment practices. We celebrate diversity and are committed to creating and fostering an inclusive environment for all employees.