London, UK
Office manager
at AvroKO
AvroKO has an opportunity for an office manager to join its team in London, UK.
Description
The office manager acts as an AvroKO team member under the direction of the local studio director. This position is to provide administrative, clerical and facility support to the office and the firm as the studio-specific point of contact for HR, IT and finance matters.
Core responsibilities
Admin
General:
- manage the day-to-day office operations and support of 12+ staff
- screening and routing phone calls
- sorting and distribution of office mail, handling international shipments
- assist designers in the organisation of project files and physical and digital archiving
- storage archiving and retrieval
- lunch orders and conference room set up for client and in-house meetings
- coordinating office events and other in-house activities, as well as company outings
- running work related office errands as needed
Calendars:
- maintaining and distributing office-wide calendar
- coordinate office schedule and client meetings
- supporting directors maintain their calendars and travel bookings
Facilities management
Office space:
- maintaining an orderly and presentable office
- liaison with building management
Repair and maintenance:
- negotiate with, contract and manage vendors & service providers to handle office equipment service calls, etc
- manage routine maintenance and repairs of basic office infrastructure and periodically assist/orchestrate office improvements to be executed by outside vendors including sourcing, contracting and scheduling work
Supplies and equipment
- keeping the library and materials library organised
- maintaining Inventory and stocking of office and kitchen supplies
- managing routine service of business equipment
HR support
Under the direction of the HR director and studio directors, provide support in:
- recruiting for new positions including job posting, scheduling interviews, facilitating offers
- new employee orientation/transition of workstation, machines, etc
- training employees on general, nonprofessional office systems and protocols
- scheduling reviews and issuing and collating necessary documentation
- coordination of travel arrangements and visa/passport renewals for staff (knowledge of passport/visa requirements a
plus)
Finance support
Corporate credit card entry and reconciliation for:
- office
- director credit cards
- reconcile monthly expenses
- manage office budget
Information technology
- primary liaison between office and IT company
- orientation of new staff on basic IT process
- assist in coordinating tech purchases with studio directors and CFO
- access point for troubleshooting office business equipment
Qualifications
The office manager is a linchpin position in any AvroKO studio, as they provide a vital support role to the professional staff.
We are looking for someone who:
- owns and delivers on the responsibility of managing a work environment
- retains AvroKO’s creative collaborative spirit
- represents a world-class hospitality design firm
- a professional and collegial atmosphere
- able to manage many tasks at any given time
- flexible and adaptive to an ever-changing environment
- working in an administrative capacity in a fast-paced creative design office, preferable in interior design, and being comfortable collaborating with and supporting design teams in an administrative capacity. This is not a design position
- strong professional written and verbal skills
Other specific requirements include:
- BA/BS required
- must have a current, valid driver’s license
- some heavy lifting required (40lbs)
- proficiency in PC based computing including;
Microsoft Office Suite such as Outlook, MS Word, MS Excel. MS Project would be a plus but not required - G-Suite applications such as GMail, Google Drive etc
- Adobe Creative Suite applications such as InDesign and Photoshop are a big plus, but not required
- Basic Book-keeping preferred
Only applicants with the following qualifications and experience will be considered. No phone calls please.
If this sounds like you, please apply here with a cover letter introduction, CV as well as your portfolio of work!
Only applicants who apply to the direct link will be considered.
*Please note due to the amount of applications we receive, we may not be able to respond to each one.