Office Manager

Role Purpose

The Office Manager is responsible for ensuring the smooth and effective running of the Hammersmith office, as well as acting as the primary contact for all office-based queries for employees, visitors, external vendors, and office suppliers, including building management.

What You’ll Do:

1. Oversee daily operations of the Hammersmith office, acting as the main point of contact for managing agents, onsite security, and service providers.
2. Maintain visitor and employee access passes and coordination with building management on access needs.
3. Manage reception, providing professional primary contact for employees, visitors and building management.
4. Oversee contracts for services (i.e., parking, cleaning, security, catering etc.) and manage lease renewals (where applicable). Continually review suppliers to ensure they are fit for purpose and cost effective. Coordinate the day to day running of the office e.g. stationary supplies, kitchen orders and coordinating parking spaces.
5. Work in partnership with the Senior Manager, EU Logistics & Operations to manage courier accounts (FedEx/DHL/Addison Lee etc.). Also responsible for booking in prepared samples and packages for collection and delivery from the office, providing a point of contact for postage and courier services.
6. Office invoice management, including responding to queries, raising, and managing office purchase orders and ensuring approvals are processed in D365.
7. In partnership with Executive Leadership, People & Culture and Technology Teams, support with office planning and seating arrangements (reviewing and managing changes as / where applicable).
8. Act as a qualified Fire Marshal and First Aider and partner closely with the Health & Safety Manager and Building Management to ensure compliance with office safety and fire evacuation procedures. Ensure the office always has required number of First Aiders and Fire Wardens on site daily.
9. Support with engagement activities and scheduling of staff training sessions.
10. Track dietary requirements and well-being equipment.
11. Manage the day-to-day operations of CCTV software including working in partnership with People & Culture team to export footage where applicable.
12. Act as the primary account holder for the Company Accounts (i.e., Amazon).
13. Liaise with SMT and Heads of Department to ensure each department keeps their respective areas tidy and in accordance with Health & Safety regulations.
14. Conduct HQ building Inductions for new starters (office tour, fire evacuation procedures, etc).
15. Supporting teams (including ELT/SMT) with meeting room coordination; including dressing up and closing before and after meetings and support with catering for meetings may be required on an ad-hoc basis.
16. Prepare and report monthly to the People and Culture department regarding employee office attendance data.
17. Business cards management - work with marketing / design team regarding updated branding and coordinate all business requests for cards across EMEA.
18. Key and code holder for all locked areas - cleaners/comms/fire escape & marketing samples cupboard (key is allocated to personnel daily upon request/approval).
19. Manage Hub Teams group for office communications and the office email mailbox.
20. Office walk (every Friday) to ‘power down’ for the weekend, turning off all non-essential plugs etc.
21. Perform other miscellaneous duties and projects as assigned which may include cross-team initiatives across all EMEA locations.
22. Occasional travel may be required within this role.

What You’ll Bring:

1. Deep experience of office / reception management.
2. Working knowledge of Microsoft Office 365 packages.
3. Ability to work with confidential information and always remain discreet.
4. Team player ethic, and eager to learn with excellent attention to detail.
5. Good organizational skills with the ability to prioritize whilst maintaining attention to detail.
6. Good relationship builder with internal and external stakeholders.
7. Excellent written and verbal communication.
8. Positive, proactive and solution focused with a good sense of humor.