Job Description
Job Summary: We are seeking a highly organized and proactive Office Manager to join our Operations team. The ideal candidate will be responsible for overseeing the day-to-day operations of our office in London and providing remote support for our Miami office, ensuring a smooth and efficient work environment. This role requires excellent communication skills, attention to detail, and the ability to manage multiple tasks simultaneously.
Key Responsibilities:
* Office Administration: Manage office supplies, equipment, and facilities to ensure a well-organized and efficient workspace.
* IT and Telecoms: Manage outsourced IT and telecoms support, and provide in-office support to staff to ensure business continuity. Troubleshoot office equipment issues and coordinate IT support.
* Scheduling and Coordination: Oversee calendars, schedule meetings, and coordinate travel arrangements for staff. Coordinate company meetings, events, and travel arrangements as needed.
* HR Support: Assist with onboarding new employees, maintaining employee records, and coordinating training sessions. Manage employee data administration including records maintenance and support HR processes.
* Financial Management: Handle basic bookkeeping tasks, including invoicing, expense reports, and budget tracking. Assist with expense management, including tracking expenses, preparing reports, and managing budgets.
* Communication: Serve as the primary point of contact for internal and external communications, including phone calls, emails, and visitors. Manage communication systems and distribute company information.
* Event Planning: Organize company events, meetings, and team-building activities.
* Compliance: Ensure the office complies with health and safety regulations and company policies.
* Facilities Management: Oversee facilities management, including building maintenance, office supplies, and vendor management.
* Support: Provide administrative support by managing correspondence, handling calls, and maintaining filing systems. Support the Head of Operations with various tasks and projects.
Qualifications:
* Preferably 1 year of professional experience as an office administrator.
* Excellent organizational and multitasking abilities.
* Strong written and verbal communication skills.
* Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) and other office software and systems.
* Ability to travel to London easily 4 days per week.
* Proactive attitude with a focus on process improvement.
* Knowledge of basic HR practices and office management.
* Ability to work independently and as part of a team.
What We Offer:
* Competitive salary and benefits package.
* Annual discretionary bonus based on performance.
* Opportunities for professional development and growth, with potential to develop into Operations Manager.
* High performance lunch club incentives.
* Office games area (table tennis & darts).
* Xmas company party and summer company party.
* Wednesday – ‘Work From Home’.
* Large kitchen social area with weekly food & beverages shop (free office fruit).
* Thursday night mini socials.
* A supportive and collaborative work environment.