Job Description

Job Summary

We're looking for a confident, proactive, and highly organised Office Manager /Team PA to join our ambitious and fast-paced architectural lighting design practice based in London.

This is a continually evolving role that requires a high level of organisation, flexibility, ability to think on your feet, resourcefulness and problem solving skills.

Whilst acting as a responsible right-hand assistant for the whole office, you will also coordinate extensive diary and travel for the management team, as well as providing seamless PA and administrative support on a daily basis.

Furthermore you will have a can do attitude, taking an intelligent approach to your work and really wanting to make a difference.

You will be fluent in written and spoken English, highly numerate, possess excellent communication skills, and most importantly, have plenty of common sense!

PA Duties

For the Founder & Directors:

- Complex diary and travel management.

- Monitor emails and respond as necessary on their behalf.

- Reminding Directors of tasks / deadlines / meetings.

- Help complete timesheets and expenses on a monthly basis.

- Some out of hours support may be needed on occasion as the Founder works from the Dubai office.

- Other ad-hoc duties as required.

Across the entire team:

- Act as the 'go-to' person in the absence of any of the team.

- Liaise with clients and suppliers.

- Arrange and book travel and accommodation.

- Type, print and collate correspondence, presentations and other documentation.

- Other ad-hoc duties as required.

Office Manager Duties

- Maintain the smooth running and condition of the office, including:

Overseeing the upkeep and maintenance of the office space, coordinating repairs and renovations.

Managing relationships with suppliers for services like cleaning, security, and maintenance.

Ensuring compliance with health and safety regulations, conducting risk assessments, and managing emergency procedures.

Managing inventory of office supplies, stationery, and equipment, and coordinating orders.

- Greet and look after clients / suppliers.

- Answer calls, transfer or take messages where applicable.

- Support the Operations Director with all office and IT operations.

- Monitor and forward / respond to the @office email inboxes.

- Schedule weekly product presentations.

- Maintain office databases and filing.

- Ensure the office, meeting room and kitchen areas are kept tidy.

- Organise internal / external events.

Marketing/PR Duties

- Provide support to in-house and external PR.

- Assist with the production of articles and promotional material for the company.

- Organise project photo / video shoots.

- Support the PR Manager with social media, online platform content and analytical reporting where needed.

HR Duties

- Provide support to the Head of People, Culture and Engagement.

- Assisting with the organisation and coordination of training sessions and employee development programs.

- Assisting with job postings, scheduling interviews, and preparing onboarding materials for new hires.

- Maintaining accurate and up-to-date employee records.

- Assist with preparing and updating company policies & procedures.

Key Skills and Qualifications

Excellent organisational and time management skills. Strong communication and interpersonal skills. Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook). Experience with facilities management and vendor relationships. Ability to work independently and as part of a team. Proactive and solutions-oriented approach. Discretion and the ability to handle confidential information.

Benefits / Additional Information

Hours: 9am - 5:30pm, Monday - Thursday with half day Fridays 9am - 1pm The role is office based in Waterloo, London Start date: ASAP Subsidised gym membership Cycle to Work Scheme Pension scheme Travel card loans Mental health and wellbeing support 23 days annual leave, with additional days added after 3 years service Birthday Day Off Regular Socials
This role would suit someone who has worked in a similar position before and thrives in a fast-paced, people-focused environment. You'll be naturally confident in your manner, an extrovert who enjoys engaging with others and building relationships across all levels of the business. A strong communicator with a proactive and highly organised approach, you'll be comfortable juggling priorities, staying calm under pressure, and bringing positive energy into the day-to-day running of the studio.

Job Type: Full-time

Pay: 30,000.00-35,000.00 per year

Benefits:

Casual dress Company events Company pension Cycle to work scheme Free flu jabs Gym membership Health & wellbeing programme Sick pay
Language:

English (required)
Work authorisation:

United Kingdom (required)
Work Location: In person