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Office Manager

2 months ago

South East England, United Kingdom GAS Production Hire Full time
Job Description

As the Office Manager at GAS Production Hire, you will play a pivotal role in ensuring the seamless day-to-day operations of our dynamic and fast-paced equipment rental warehouse and studio complex.

Key Responsibilities
  • Manage office supplies and equipment inventory, ensuring the cleanliness, organization, and presentation of the office space and common areas.
  • Develop and maintain filing systems, both digital and physical, and manage office correspondence, including incoming/outgoing mail and email communications.
  • Serve as the point of contact between the office and other departments within GAS, ensuring effective communication and managing the cultural aspects of the company, including meals, drinks, outings, meetings, and team-building activities.
  • Assist with recruiting and onboarding new employees, including workspace setup, orientation, coordination of office keys and access, and ensuring all staff have the appropriate uniform.
  • Manage office budget, including tracking expenses and preparing reports, and negotiate with vendors and suppliers to secure the best deals on office-related purchases.
  • Oversee the office's health and safety protocols, ensuring compliance with local regulations, and maintain first aid supplies and manage office safety drills and protocols.
  • Be the point of contact for health and safety concerns within the studio and building, escalating these as appropriate, and keep on top of essential training requirements for staff and booking in training as necessary.
  • Support the leadership team with administrative tasks, maintain vital records and data, and ensure that all office policies and procedures are current.
Requirements
  • Minimum of 3-5 years in a similar office management or administrative role, ideally in a fast-paced, creative, or service-oriented environment.
  • Familiarity with the photography, fashion, advertising, or creative industries is a plus, though optional.
  • Proven experience organizing team events, cultural activities, or client-facing events within an office setting.
  • Experience managing office budgets, procuring supplies, and negotiating contracts with vendors and service providers.
  • Knowledge of office and studio health and safety protocols, including fire marshal duties, first aid, and managing compliance with relevant regulations.
  • Ability to multitask and manage various office operations simultaneously while maintaining a high level of organization.
  • Strong attention to detail in managing schedules, office supplies, budgets, and administrative processes.
  • Proactive in identifying operational challenges and finding efficient solutions, whether it's related to office logistics or staff concerns.
  • Proficiency in office software (e.g., Microsoft Office, Google Workspace) and familiarity with office equipment management (e.g., printers, phones).
  • Experience in managing digital filing systems and databases and handling IS.
  • Self-motivated with the ability to lead tasks and projects, making independent decisions when necessary.
  • Ability to foster and maintain a vibrant office culture that aligns with the company's values, including event management and team-building activities.
  • Competence in handling office budgets, tracking expenses, and making cost-effective decisions.