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Office Manager

3 months ago

London, United Kingdom Bain and Gray Full time

Role:  Office Manger – 10 mth FTC

Salary: £ 40-50,000 dependent on exp

VB16550

 

We are looking for an Office Manager to join super cool design studio based in Chelsea.  This is a fabulous role working for a global brand who have been involved with some exciting and large scale global projects.  They are very much recognised as one of the top dogs in his field  This role is working closely with the MD who is detailed orientated, meticulous, has high and exacting standards.  The main focus is to ensure the smooth running of the Studio including IT, Health & Safety, office maintenance, reception (managing the Receptionist) and general housekeeping. An extremely high level of attention to detail is essential for this role. The Office Manager reports directly to the COO on a weekly basis.

 

Responsibilities to include:

  • IT/Electronics/Communications
  • Managing the Studio IT (including support, maintenance and liaising with external IT company)
  • Managing all IT hardware & software, including laptops, iPads, TV, etc.
  • Managing printers & copiers; ensuring day to day working
  • Managing all communications related subscriptions (such as Zoom, GoTo Meeting and other)
  • Cataloguing and maintaining accurate files of all IT and electronic items  
  • Setting up new starters as required and closing out leavers as required
  • Office Security/Emergencies/Health & Safety  
  • Overseeing the Studio H&S (including assessments, compliance and staff training)
  • Performing Health & Safety induction for new starters Overseeing the Studio fire system (including extinguishers, compliance and staff training)
  • Maintaining the Studio security systems and alarms o Acting as the main point of contact for Studio key holder  
  • Managing all staff keys
  • Ensuring all PPE is maintained and up-to-date  
  • Overseeing the Studio emergency and disaster recovery information

 

Budget

  • Putting together an annual budget for all office items
  • Working with the Financial Controller to manage the office budget throughout the year

 

Office contracts/Leases/Maintenance

  • Overseeing the general Studio maintenance – walls, furniture, toilets, etc.
  • Liaising with the Landlord, Electrician, Contractors, Handyman, Plumber etc. as needed
  • Managing contracts – cleaners, water cooler supplier, phones, pest control, etc.

 

Reception

  • Managing the Receptionist and their daily workload o Managing the reception coverage (liaising with HR when temps are needed)

 

Housekeeping

  • Ensuring the Studio areas are kept tidy on a daily basis (including all storage areas)
  • Managing and ordering inventory supplies – stationary, bathroom and kitchen
  • Ensuring all stationary, bathroom and kitchen stock is replenished throughout the day

 

London

  • Liaising with the Office Manager in London to ensure the two studios are aligned

 

General:

  • Overseeing the opening/closing of the Studio in mornings/evenings
  • Overseeing the monthly Studio cleaning  
  • Joining the weekly management meeting to update the team  Overseeing the monthly staff drinks event
  • Overseeing staff leaving/baby/anniversary gifts
  • Providing coverage for Receptionist and PA as needed
  • Assisting with any ad hoc duties as requested