Job Description
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
Administrative Duties
· Completing health and safety related tasks.
· Liaising with maintenance companies and external contractors regarding any work that is required to take place in the company locations.
· Maintaining company records (e.g. health and safety, maintenance services and call outs reports).
· Acting as the key point of contact for any employee queries regarding day-to-day issues and communicating to all internal stakeholders any matters relating to the office environment and company buildings.
· Corporate cards management, including monthly credit cards statements recording, reconciliation, and timely submission to the finance team to meet deadlines.
· Being responsible for all matters relating to company vehicles, (e.g. insurance, parking permits, MOTs, road tax, etc.)
· Any other duty required by management.
Travel Coordination
· Leading large scale international travel projects, such as international fashion weeks, industry events, factories’ and suppliers’ meetings.
· Conceptualising and creating bespoke travel itineraries for a wide variety of travellers, including staff, VIPs, and A-list celebrities, for different travel purposes.
· Managing travel budgets and maintaining statistical/financial records for all travel related transactions.
· Managing business wide travel strategy and processes including flights, transfers, and hotel reservations, for employees and guests, integrating sustainability into all aspects of travel arrangements.
· Creating, maintaining, and updating records for all travel - including monthly reviews and preparation for annual audits.
· Keeping the travel and the expenses database up to date.
· Communicating with stakeholders, partners, and consultants regarding their travel needs.
· Coordinating bookings with the Travel Management Company and providing itineraries to travellers.
· Carrying out monthly reviews with TMC on airline and hotels booking.
· Overseeing and obtaining visas where necessary for travel, and communicating with partners’ regional offices in order to obtain letters of invitation for foreign Embassies.
· Coordinating with the Finance department, and invoicing travellers’ personal travel costs.
· Keeping records of staff personal details records (e.g. passports, driving licences, and visas) in line with GDPR regulation,
· Ensuring consistent standards of rail/air/hotels for all employees in all locations and maximising the use of preferred suppliers.
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