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Office and Operations Manager

Employer
Innovation Arts
Location
Old Street, London (EC1)
Salary
£35,000 to £40,000
Closing date
19 Feb 2019

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Job Sector
Administration
Contract Type
Permanent
Hours
Full Time

Job Details

Office and Operations Manager offering a salary of £35,000 to £40,000 based in Old Street, London (EC1).

The Company

A hybrid strategy consultancy and design agency based in Old Street, London.

The Person

You are a self-starter with loads of initiative, who loves working independently, but also loves being the glue that holds a team together. Highly organised and proactive, with a great attention to detail, you’re a natural when it comes to managing the diaries, keeping the team on track, handling logistics and even coordinating the finances. You’re excited about the opportunity to evolve our processes as we grow to help us to continue to build our creative and fun company that really does live its values.

The Role

The full-time role provide admin and operational support to the Innovation Arts team, with prime responsibility for the management of the office in Old Street (EC1), the Studio space and event infrastructure operation, ‘Moving Walls’. We operate in an informal, fast-paced environment so we need someone who’s flexible and thrives in that kind of culture.  We’re also mac-based so it’s helpful (but not essential) to have a good working knowledge of OSX (Mail, Calendar, Contacts) as well as the usual Google Apps and MS Office including Excel and Word.

Office Management duties

Business Support:

  • First point of contact for all visitors
  • Answering phone calls / opening post
  • Meeting room scheduling and management ensuring required catering is provided

Project Support:

  • Travel bookings for team (national and international, visas, accommodation) when required

Business Administration:

  • HR administration and management
  • IT management and liaison with outsourced IT company
  • Prime responsibility for utilities and facilities management
  • Maintenance and renewal of all company insurance policies
  • Maintenance of office procedure manual
  • Day-to-day monitoring of office upkeep including ordering of stationery and office supplies
  • Responsible for the filing and management of all office information - both hard and soft copy

Innovation Arts Team Support

Business Support:

  • First point of contact for all (phone) sales enquiries
  • Team and resource tracking and forward planning

Project Support:

  • Ad-hoc project/event support (booking venues, catering, team, equipment) as required
  • Ad-hoc support for Project Managers in drafting contracts and other admin-related documents

Studio Management Duties

(Bookings for the Studio come direct from either an external Client or in-house via an IA Project Manager)

Business Support:

  • First point of contact for all Studio hire enquiries
  • Ongoing client relationship management
  • Liaise with in-house ‘clients’ requiring the Studio for IA projects
  • Maintain excellent working relationships with all suppliers

Project Support:

  • Identify the Client’s needs
  • Manage quotes, agree prices with clients and create contracts
  • Manage all pre-event planning, preparing the space, checking all equipment
  • Provide hands-on assistance (when required) on-site during the event to assist event coordinator
  • Manage catering and cleaning contractors for set-up, delivery and break-down
  • Manage client feedback to ensure continuous improvement

Business Administration:

  • Create and manage all contracts
  • Invoice management working closely with the Finance Team
  • Report total event cost summary at the end of each event to finance for billing
  • Ensure legal, health and safety compliance

Moving Walls Management Duties

(Bookings for MW come direct from either an external Client or in-house via an IA Project Manager)

Business Support:

  • First point of contact for MW enquiries
  • Ongoing client relationship management
  • Liaise with in-house ‘clients’ requiring walls for IA projects
  • Maintain excellent working relationships with all suppliers

Project Support:

  • Identify the Client’s needs
  • Manage quotes, agree prices with clients and create contracts
  • Create set up and break-down plan and ensure it is well communicated with a completed itinerary for suppliers (inc. venues)
  • Ensure ongoing communication with logistics provider(s) regarding pipeline of work
  • Liaise with venue(s) regarding logistics and MW delivery specifications
  • Ensure projects are delivered efficiently and on time
  • Manage client feedback to ensure continuous improvement

Business Administration:

  • Create and manage all contracts
  • Invoice management working closely with the Finance Team
  • Report total event cost summary at the end of each event to finance for billing

If you feel you’re the person we’re looking for, please apply now!

NO AGENCY CALLS

Company

The Company

A hybrid strategy consultancy and design agency based in Old Street, London.

Company info
Website

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