Academic Office Coordinator
2 days ago
Vivienne Westwood is a renowned British fashion brand that prioritizes its people and the environment. If you're passionate about being part of an organization that produces high-quality products, promotes sustainability, and offers an excellent benefits package, read on.
Job SummaryWe'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 ensuring the smooth day-to-day functioning of our office.
Key Responsibilities- Manage office operations, including coordinating travel arrangements, managing office supplies, and maintaining a safe and compliant workplace.
- Coordinate with maintenance companies and external contractors to ensure that all necessary work is efficiently completed 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 any additional duties as assigned by management to support the overall operations of the office.
- 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 organized, 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.
- 2+ years of experience in a similar position, demonstrating expertise in office management and travel coordination.
- Strong administrative and organizational 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.
- 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.
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