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Academic Office Coordinator

2 months ago

London, Greater London, United Kingdom Vivienne Westwood Full time
Job Title: Academic Office Manager

Vivienne Westwood is a renowned British fashion brand that prioritizes its employees and the environment. If you're passionate about working for a company that values quality, sustainability, and employee well-being, read on.

Job Summary

We're seeking a highly organized and detail-oriented Academic Office Manager to support our team in our London-based Head Office. As a key member of our operations team, you will be responsible for managing office operations, coordinating travel logistics, and directly managing the Maintenance Supervisor and Reception Admin Coordinator.

Key Responsibilities
  • Manage office operations, ensuring a safe and compliant workplace for all employees, and coordinate with maintenance companies and external contractors to complete necessary work efficiently.
  • Act as the primary point of contact for employee inquiries related to day-to-day operational issues, facilitating clear communication with internal stakeholders on matters related to office and building management.
  • Manage corporate credit cards, including accurate recording of monthly statements, account reconciliation, and timely submission to the finance team to meet deadlines.
  • Handle all aspects of company vehicle administration, including insurance, parking permits, MOTs, road tax, and related responsibilities.
  • Assist with processing company expenses, ensuring accuracy and adherence to company policies.
  • Cover Head Office Reception duties when required.
  • Undertake any additional duties as assigned by management to support the overall operations of the office.
Travel Coordination
  • Lead and manage large-scale international travel projects, including arrangements for high-profile events such as international fashion weeks, industry conferences, and meetings with factories and suppliers.
  • Design and implement bespoke travel itineraries tailored to the needs of a diverse range of travellers, including staff, VIPs, and A-list celebrities, for various travel purposes.
  • Oversee travel budgets, maintaining meticulous statistical and financial records for all travel-related transactions.
  • Develop and manage the company's travel strategy, including flights, transfers, and hotel reservations for employees and guests, with a strong emphasis on integrating sustainability into all travel arrangements.
  • Maintain and update travel records, conducting regular monthly reviews and preparing for annual audits to ensure compliance and accuracy.
  • Keep the travel and expenses database current and organised, facilitating easy access and reporting.
  • Collaborate with stakeholders, partners, and consultants to address their travel needs and provide tailored solutions.
  • Coordinate travel bookings through the Travel Management Company (TMC) and distribute detailed itineraries to travellers.
  • Oversee and obtain visas where necessary for travel, and communicate with partners' regional offices in order to obtain letters of invitation for foreign Embassies.
  • Coordinate with the Finance department to manage invoicing for travellers' personal travel expenses.
  • Ensure consistent standards for rail, air, and hotel accommodations across all locations, maximizing the use of preferred suppliers.
Key Skills and Profile
  • 2+ years of experience in a similar position, demonstrating expertise in office management and travel coordination.
  • Strong administrative and organisational skills with a proven track record of managing complex office environments.
  • Competent in managing health and safety duties, ensuring full compliance with legal and company standards.
  • Proven experience in managing budgets and travel requests, with a focus on aligning costs with budgetary constraints.
  • Exceptional attention to detail, particularly in managing financial records and travel logistics.
  • Proficiency in managing large-scale projects, particularly in travel coordination, with a focus on sustainability.
  • Fluency in Italian is highly desirable.
Benefits
  • Staff discounts
  • Training
  • Health & Wellbeing support (includes Private Medical Health Insurance, EAP, Gym Discounts, Access to Financial Planning Service, etc.)
  • Cycle to work scheme
  • Generous annual leave allowance
  • Pension Scheme
  • Opportunity to develop new skills and progress in your career
  • Opportunity to work for a company that cares and believes in its people and the environment

Vivienne Westwood is an equal opportunity employer that is committed to diversity and inclusion in the workplace. We prohibit discrimination and harassment of any kind based on race, colour, sex, religion, sexual orientation, national origin, disability, genetic information, pregnancy, or any other protected characteristic as outlined by local government laws.