Office Manager

2 months ago

London, UK, United Kingdom Vivienne Westwood Full time

Vivienne Westwood is one of the most iconic British Fashion Brands who cares and believes in its people and the environment. If you’re interested in being part of an organisation that produces quality products, promotes awareness for a better world, and provides an excellent benefits package to support its employees, keep reading….


A fantastic opportunity has arisen for a full time Office Manager to support the team in our London based Head Office.


KEY RESPONSIBILITIES


The Office Manager will be responsible for managing office operations and coordinating travel logistics across the company. Additionally, this role will directly manage the Maintenance Supervisor and the Reception Admin Coordinator.


Office Management and Administrative Duties


  • 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 that all necessary work is efficiently completed 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 the 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.
  • Conduct monthly reviews with the TMC to evaluate airline and hotel bookings, ensuring optimal use of resources.
  • Overseeing and obtaining visas where necessary for travel, and communicating 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.
  • Maintain records of staff personal details (e.g., passports, driving licenses, and visas) in compliance with GDPR regulations.
  • 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.
  • Demonstrated experience in managing and leading a team, with a focus on 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, with a focus on aligning costs with budgetary constraints.
  • Exceptional attention to detail, particularly in managing financial records and travel logistics.
  • Excellent communication and interpersonal skills, with the ability to liaise effectively with internal and external stakeholders.
  • 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.

For our privacy statement please visit this link

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