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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 leading British fashion brand that prioritizes its people and the environment. If you're passionate about working for a company that produces high-quality products, promotes sustainability, and offers excellent benefits, 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'll be responsible for managing office operations, coordinating travel logistics, and ensuring a safe and compliant workplace for all employees.

Key Responsibilities
  • Manage office operations, including coordinating travel logistics, managing budgets, and overseeing health and safety compliance.
  • 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 work across company premises.
  • Act as the primary point of contact for employee inquiries related to day-to-day operational issues.
  • Manage corporate credit cards, including accurate recording of monthly statements, account reconciliation, and timely submission to the finance team.
  • 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 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.
  • Design and implement bespoke travel itineraries tailored to the needs of a diverse range of travellers.
  • Oversee travel budgets, maintaining meticulous statistical and financial records for all travel-related transactions.
  • Develop and manage the company's travel strategy, integrating sustainability into all travel arrangements.
  • Maintain and update travel records, conducting regular monthly reviews and preparing for annual audits.
  • 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 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
  • 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.