Office Manager

ABOUT YOU

We love diverse, different and delightful people. You don’t have to be a certain type to fit in. We embrace characters who bring something new and interesting, contributing to our international and eclectic blend of personalities.

PURPOSE & ACCOUNTABILITY

As Office Manager your purpose and key accountabilities are:

• To ensure smooth operation of the office on a day-to-day basis
• To act as a key point of contact for staff

Ideal start date: mid - end of July 2026

KEY RESPONSIBILITIES

Office Manager - Front of House

• General FOH duties – ensuring office is stocked up, drinks and snacks filled up and ordered
• Ensure meeting rooms, reception area and office are kept spotless and welcoming
• Manage the booking of catering if required
• Manage post, collecting and distributing all post as well as organising couriers
• Keeping up to date with any holiday and office decorations
• Monitor stationery stock and ordering of general office supplies including weekly shop and stocked for work events
• Issue, program and monitor cards
• Ensure that any facilities management issues are dealt with effectively and promptly by liaising with appropriate people/suppliers
• Booking all travel for staff including flights, accommodation and taxis.
• Internal comms about office updates, events, birthdays, new starters, etc
• Arranging any gifts including staff and clients
• Oversee and manage social events and various initiatives, including agency Summer and Christmas parties and others within the agency, promoting and communicating as appropriate
• Act as a fire warden for Freedman
• Oversee the office cleaning, maintenance and security support, acting as first point of contact for any issues
• Help to set and monitor budgets for all expenditure associated with the running of the office and the provision of general office supplies
• Onboarding to new starters and leavers
• Support across teams
• Support CEO in diary management
• Manage meeting rooms, internal workshops
• Update office artwork, furniture, decorations

HR Support

• Prepare and issuing documentation for new starters including offer letters, contract, reference check, checking visa requirements
• Help support with payroll, logging overtime, leavers and joiners
• Keep all records up to date, any staff changes, risk assessments
• Onboarding new joiners by adding required documentation to the company server, setting them up on the HR portal and giving an induction
• Preparing and issuing documentation for leaver including leaver letter with official last date, holidays owed or over, HR portal maintenance, server document maintenance
• Keeping Company Policy documents up to date and circulating amongst staff
• Preparing salary change and promotion letters for staff, adding these to the server, updating the HR portal