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Office Facilities Manager

Employer
Once Upon A Time
Location
W1F 9NN, London (Greater)
Salary
up to £28,000
Closing date
27 Oct 2021

View more

Job Sector
Media & Creative
Contract Type
Permanent
Hours
Full Time

About Us

Based in the heart of London, New York and LA, Once Upon a Time is an integrated marketing agency that builds brands and creates end-to-end campaigns for our clients. We know how to speak to the people that can’t wait to indulge in movies, drinks, music, and destinations. We’re much more than an external agency, we’re part of our clients’ teams.

From procurement, to creative, to production, to media, we handle it all, because modern marketers want more of the tangible. We conceive it. We design it. We make it. We place it.

As experts, we get directly to the point. We sweat the small stuff and the big stuff, across sector and craft, to deliver more of the world-class content everyone loves.

About the role

The main duties of the role are to:

  • Manage all office services and facilities
  • Ensure the smooth running of the reception
  • Work to ensure the smooth running of the entire office
  • Support with projects work such as office moves
  • Provide general support to the office as and when required

Key Responsibilities

Below you’ll find details of the key responsibilities for this role.  You should note that the list is indicative in nature only.  We operate in a fast-moving business where role requirements change frequently and there’s a need for people to undertake additional tasks and responsibilities.  In addition to the areas listed below, you will be required to undertake other duties that are aligned to your skills and experience.

Reception Duties

  • Present a professional, welcoming first impression to all visitors, informing the relevant member of staff of arrivals – by phone, in person and email etc.
  • Operate Once Upon a Time switchboard; receiving and transferring calls, announcing callers, taking brief messages and quickly passing these on via the email system or connecting callers to staff members as appropriate.
  • Ensure all voicemail messages to main office number are taken and directed to relevant staff members in a timely fashion.
  • Ensure the reception area is tidy and projects a professional agency image at all times.
  • Co-ordinate incoming and outgoing post and parcels.
  • Track parcels to ensure delivery on time.
  • Where necessary, oversee all courier and delivery company relationships to ensure best service / prices for all deliveries.
  • When requested, book couriers and vans for same day delivery, overnight and overseas deliveries, flagging any issues to the relevant person and using initiative to resolve issues wherever possible.
  • Manage and maintain internal communication email groups, working with IT to add new starters to relevant lists
  • Inform employees of any relevant facilities / Health and Safety related information via email.

Meetings & Events

  • Manage all meeting rooms and maintain a calendar of room bookings
  • Assist senior management team to manage large and small scale meetings, including room bookings, greeting guests and serving refreshments (inc. lunch arrangements).
  • Assist senior management team with any corporate event management as necessary from large scale meetings and presentations to office parties and Friday night drinks in the office.

General admin duties

  • Prepare documents for printing/copying/scanning/binding etc as required
  • Order stationary and ensure suitable stock levels are available
  • Assist Senior management team with expenses claims, as required.
  • Book adhoc travel arrangements for employees.

Ref: OU004

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