Office Manager / Landor & Fitch
Role Overview
The Office Manager is responsible for the smooth day to day running of the office environment (physical
and virtual) managing all operational aspects from reception, through to managing meeting room
coordination, hospitality and assisting with event organisation.
Job Duties & Responsibilities
Fundamentals
- Participates in multiple internal initiatives to build culture in support of our brand
- Is a role model for others in terms of energy, optimism, and attitude
- Demonstrates high organizational skills, supports the team to ease daily work and planning matters
- Orchestrates multiple tasks and priorities to professionally support the team
Physical and Virtual Office Management
• Managing and maintaining the office physical and virtual space, ensuring cleanliness and quality at all times.
• Managing and coordinating the day-to-day bookings of the offices meeting rooms, arranging IT facilities, viewing facilities and refreshments with the Catering Team and the Facilities Manager.
• In conjunction with Reception Team, ensure that security keycards and keycard access records are kept updated for all employees and guests, including Short Term Business Visitors.
• Basic office management tasks including creating files, emailing, deliveries, research,
photocopying, post, filing, ordering stationery and other general duties as required.
• Be the day-to-day point of contact for employees and order items as required – e.g. standing desks, back rests, foot stools etc.
• Work closely with Facilities Manager and finance including issuing new PO’s and receipting to ensure payment of suppliers.
• Improving the appearance of the office through initiatives to help create a professional working space online and offline.
• Managing office Health and Safety compliance - upkeep and organisation of all statutory compliance and risk assessments within office.
• Responsible for broadcasting of emergency evacuation plan and ongoing communications in regard to any and all office or building related emergencies.
• Available for afterhours emergencies via mobile phone (occasionally, not on a regular basis)
• Occasional requirement to arrive early/stay late on an ad hoc/as required basis (occasionally, not on a regular basis)
Facilities and Reception Management
• Main point of contact for all suppliers, supporting with regular reviews of suppliers.
• When in the office: overseeing overall maintenance of building in partnership with the Facilities
Manager, to include routine replacements and minor repairs, kitchen supplies, cleanliness,
plants/flowers etc.
• Supervising the maintenance of stocked supplies room and overseeing the management of the
storage spaces, including the area behind, and all storerooms/cupboards are being used
efficiently.
• Ensure all work undertaken on site is completed to specifications by contractors used and within
legislative compliance.
• Organising catering when required.
• Managing and covering reception when required.
• Trained Fire Steward for evacuations and ensuring everyone in the team has been trained.
Competencies for Success
• Excellent communication and organizational skills
• An enquiring mind: ability to solve problems without being told what to do
• A proactive, flexible approach and attention to detail
• Appreciation of design and branding and its importance to our business success
• Great hospitality and front of house manner
• Ability to work independently
• Happy and confident manner
• Exceptional verbal, written communication and presentation skills, excellent meeting facilitator
• Professional level of both Russian and English in written and verbal business communication
• “No Job Is Too Small” attitude, i.e., willing to roll up sleeves and dive in with the team
Required Experience
• Ability to multi-task and prioritize and to be decisive, observant, reliable and innovative
• Strong experience of Microsoft Office software packages
• Detail-oriented with exceptional organizational skills
Send your CV to [email protected]