Office manager
The role will involve providing exceptional support to the company. The primary objective of the roles is to support the day to day operations of the office under the direction of the Head of People and Culture.
The successful office manager is an energetic professional who doesn't mind wearing multiple hats. Experienced in handling a wide range of administrative duties and executive support-related tasks and able to work independently. Well organised, flexible, and enjoys the administrative challenges of supporting an office of diverse people.
The office manager will be under the direction of the Head of People & Culture- EMEA
The office manager will be responsible for managing the cleaning team
Key Responsibilities:
Reception
- Responsible for meeting and greeting all visitors to the studio to ensure that they have a fantastic end to end experience.
- Ensuring all guests are registered with building reception
- Managing all deliveries for the office
Office Administration
- Serve as the point of contact for office-related inquiries, both internal and external
- Implement and improve office policies and procedures to enhance efficiency and productivity and compliance.
- Handle employee queries in person, via teams and outlook and provide admin support where needed.
- Maintain daily office operations including office supplies, ensuring a clean and organised workspace, provision of groceries for the office
- Ensure by visual observation that all tech screens are working within the office and reporting any issue to IT Manager for resolution.
- Liaising with IT for support for technical issues looping in IT Manager to resolve issues
- Coordinate with IT Manager on the collection and distribution of IT equipment (where necessary)
- Obtain and maintain a list of Infosys preferred suppliers to support office needs
- Maintain and manage the list of office wardens and first aiders
- Maintain and manage upkeep of the meetings following client and external meetings
- Oversee meeting room diary
Personnel Support
- Assist in the recruitment and onboarding of new employees – including access pass management
- Maintain and manage the list of office wardens and first aiders
- Support Talent team with arranging interviews and meeting and greeting potential new employees.
- Managing the purchasing and delivery of employee life events gifts including maternity, long term absence etc.
- Supporting Head of People and Culture with adhoc projects and cultural initiatives
- Support with presentations at internal company meetings – Better Together
Facilities & H&S Management
- Ensure that the studio is always well organised and tidy
- Develop and implement a plan to manage office maintenance activities and coordinate repairs with Infosys facilities and maintenance teams.
- Work with Infosys facilities Manager to ensure compliance with all Infosys policies and procedures for the office including Health and Safety compliance
- Liaise with and manage building management, suppliers contractors and parent company as required
- Supervising cleaning staff
Budget and Expense Management
- Monitor office expense and assist in the management of office budget
- Create and provide reporting on a monthly basis to Head of People & Culture and of expenses
- Ensure receipts for expenses for office expenditure are provided in a timely fashion to management for processing
- Managing invoices, tracking expenses and reporting where necessary.
- Identify opportunities to make savings on office expenses
Event Planning
- Plan and organise company events, meetings and special projects as required- for external and internal teams.
- Support with social events management
- Coordinate and support key management meetings including Townhalls for the wider SLT
Communication and Correspondence
- Managing incoming and outgoing correspondence, emails, phone calls and mail
- Prepare reports and documents as needed
- Manage internal updates to staff on teams and email channels to keep employees up to date on what is happening in the office
Other
- Lead and oversee projects including office space improvements
- Other adhoc duties where appropriate
Person specification:
We are seeking a highly motivated, well organised and adaptable person, who shares our values and our commitment to quality. The ideal person will have previous experience in a similar role within a small organisation and be willing to be hands on and get stuck in. Experience of working within a creative agency with a parent company would be an advantage.
Skills:
- Previous experience in a similar role
- High level of attention to detail and accuracy
- Professional manner
- Efficient, production and proactive
- Positive and flexible attitude
- Ability to work independently and as part of a team
- Good MS office skills
- Ability to take initiative and when necessary, ability to be assertive
- Ability to solve problems
- Good communication and interpersonal skills
- Ability to build relationships internal and external
- Good time management and organisation skills
Desirable:
- Experience coordinating events
Key relationships:
- Head of People & Culture
- Head of Talent Management
- Creative Operations Manager
- Head of Operations
- CXO
- EMEA GM
- Leadership Team
- Facilities Manager (Infosys)
- IT Manager
- Other company staff
