Job Title: Office Manager
Location: Central London
Position Type: Full-time/Permanent
A reputable and multifaceted asset ownership, retail, and e-commerce business based in London, specialising in luxury assets are looking for an experienced Office Manager to join their team. Their services include education, secure premium insurance, and tailored storage solutions for their clients. Additionally, they offer an unparalleled, curated range of products in both our physical and online retail stores.
Job Description:
They are seeking a highly experienced and detail-oriented professional to join our team as Office Manager. This pivotal role is integral to ensuring the smooth and efficient operation of their office and external sites, as well as maintaining the brand's reputation for excellence across their three core verticals.
The ideal candidate will have extensive experience in office management, overseeing multiple sites and company processes within a high-performing, fast-paced corporate environment. They will be adept at managing all aspects of office administration and operational functions, ensuring the highest levels of organisation and professionalism are maintained at all times.
Key Responsibilities:
Operational Leadership:
Develop and implement operational policies and procedures that align with their strategic goals.
Lead continuous improvement initiatives to optimise workflows and enhance operational efficiency.
Oversee operational processes across all three business verticals ensuring consistency and alignment with business objectives.
Site and Facilities Management:
Oversee the management of the office and where necessary, the retail store, ensuring they are safe, well-maintained, and compliant with health and safety regulations.
Manage relationships with external vendors and service providers for site maintenance and services.
Ensure the physical and digital security of company assets and information.
Office Administration:
Oversee daily administrative operations, including managing office supplies, equipment, and workspace allocation.
Own our Hubspot CRM platform ensuring all leads, contacts, deals and workflow processes are up to date and running efficiently.
Supervise and support administrative staff, ensuring all tasks are completed accurately and efficiently.
Maintain a high standard of office organisation, ensuring all documentation and files are managed according to company protocols.
Maintain and manage all office-related contracts, including leases, service agreements, and vendor contracts. Ensure all contracts are up-to-date and comply with legal and company standards.
Financial Oversight:
Collaborate with the finance team to monitor and manage office-related expenses, ensuring adherence to budgets.
Oversee financial processes related to VAT returns, invoicing, and bookkeeping, ensuring accuracy and compliance with financial regulations.
Prepare financial reports and audits in collaboration with the accounting team.
Supplier and Warehouse Management:
Coordinate logistics and inventory management in collaboration with suppliers and warehouse teams, and our in-house Buying and Partnerships Manager.
Conduct regular stock audits to ensure accurate inventory levels and mitigate discrepancies.
Develop and maintain strong relationships with key suppliers to ensure timely and cost-effective delivery of goods.
Team Management and Collaboration:
Manage and mentor a team of three direct reports, fostering a positive and productive work environment, and ensuring all tasks are completed in a professional and timely manner
Collaborate with department heads to address operational needs and support cross-functional projects.
Drive team engagement and motivation, promoting a culture of collaboration and continuous improvement.
Resource and Budget Management:
Efficiently manage office resources, including the procurement and allocation of office supplies and equipment.
Oversee and monitor the budget for operational expenses, providing regular updates and reports to senior management.
Communication:
Act as the primary point of contact for all operational procedures, both internally and externally.
Facilitate effective communication within the team and across departments, ensuring clarity and alignment with company goals.
Represent the company professionally in all interactions, maintaining their reputation for excellence.
Problem Solving:
Proactively identify operational challenges and implement effective, sustainable solutions.
Manage and resolve issues as they arise, ensuring minimal disruption to office and site operations.
Use critical thinking and decision-making skills to handle high-pressure situations calmly and effectively.
Person Specification:
Education:
Bachelor's degree in Business Administration, Management, or a related field (preferred but not essential).
Experience:
Minimum of 8+ years of experience in office management and operational leadership roles within a fast-paced, high-performing corporate environment.
Proven experience managing multiple sites and external locations.
Extensive experience in managing and mentoring a team, with a minimum of 8 years in a team management role.
Demonstrated experience in event planning and execution, particularly in a luxury or high-profile environment.
Strong financial acumen, with experience in managing budgets, financial reporting, and compliance.
Skills and Competencies:
Exceptional organisational and multitasking abilities, with a keen eye for detail.
Solid experience managing CRM platforms, predominantly Hubspot to ensure client records, workflows and necessary processes are running efficiently.
Excellent communication and interpersonal skills, capable of liaising with internal teams, external vendors, and high-profile clients.
Strong problem-solving skills, with the ability to make sound decisions under pressure.
Proficiency in Microsoft Office Suite, with advanced knowledge of Excel and financial software such as Xero, QuickBooks, and Hubspot CRM.
Familiarity with logistics, supply chain management, and warehouse operations.
Personal Attributes:
Highly professional and able to represent the brand and values with integrity.
A proactive and adaptable approach, with the ability to thrive in a dynamic, fast-paced environment.
A collaborative leader who fosters teamwork and encourages continuous improvement.
A self-starter with a strong sense of ownership and accountability.
Package:
Salary: £55,000 - £65,000 DOE