Office Operations Coordinator

3 weeks ago

London, Greater London, United Kingdom Vivienne Westwood Full time

Vivienne Westwood is a renowned British fashion brand committed to people and the environment. If you are passionate about quality, sustainability, and employee well-being, this opportunity may be for you.

We are seeking an experienced Office Manager to support our London-based Head Office team.

Key Responsibilities:
  • Manage office operations and coordinate travel logistics across the company.
  • Directly manage the Maintenance Supervisor and Reception Admin Coordinator.
  • Lead and manage all aspects of health and safety compliance, ensuring a safe and compliant workplace for all employees.
  • Coordinate with maintenance companies and external contractors to ensure efficient completion of necessary work across company premises.
  • Oversee the management of company records, including health and safety documentation, maintenance logs, and service call-out reports, ensuring accuracy and accessibility.
  • 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 assigned by management to support overall office operations.
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 diverse 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, incorporating 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.
  • Conduct monthly reviews with the TMC to evaluate airline and hotel bookings, ensuring optimal use of resources.
  • Oversee and obtain visas where necessary for travel, communicating with partners' regional offices to obtain letters of invitation for foreign Embassies.
  • Coordinate with the Finance department to manage invoicing for travellers' personal travel expenses.
  • Maintain records of staff personal details (e.g., passports, driving licenses, and visas) in compliance with GDPR regulations.
  • Evaluate and maintain consistent standards for rail, air, and hotel accommodations across all locations, maximizing the use of preferred suppliers.
Requirements:
  • At least 2 years of experience in a similar position, demonstrating expertise in office management and travel coordination.
  • Demonstrated experience in managing and leading a team, fostering a collaborative and efficient work environment.
  • 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, aligning costs with budgetary constraints.
  • Exceptional attention to detail, particularly in managing financial records and travel logistics.
  • Excellent communication and interpersonal skills, liaising effectively with internal and external stakeholders.
  • Proficiency in managing large-scale projects, especially 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
  • Perkbox membership: access to a wide range of perks, discounts, and wellness resources
  • 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

$40,000 - $60,000 per annum, depending on experience

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