Are you a proactive and organised individual with a knack for fostering a friendly and smooth- functioning office environment? We're seeking an Office Manager to join our team at Formative, a leading digital corporate content agency.
As our Office Manager, you'll be the linchpin in supporting our small team with everything from organising internal company events to streamlining onboarding processes, coordinating travel logistics and overseeing facilities management. You'll be the go-to person for ensuring everything runs like clockwork. If you're someone who thrives on working independently, balancing responsibilities, values a dynamic work environment, and brings a personal touch to workplace management, we want to hear from you.
We are looking for someone to work a minimum of 20 hours per week, ideally across a minimum of four days (Monday- Friday), with attendance at our Beaconsfield office at least twice each week. We are, however, happy to work with the right candidate to find a working pattern to suit your needs.
Facilities management, liaising with the owners of our office space on lease-related matters (including parking)
Liaise with suppliers of additional office space as required (making bookings, ensuring equipment is available etc)
General office administration, e.g. ensuring office is well stocked, ordering supplies where necessary, telephony services, management of post, maintenance and equipment servicing (e.g. photocopier)
Updating relevant internal documentation, e.g. phone list, list by department, office booking sheet
Responsible for keeping IT asset register up to date, including ordering and selling of office hardware
Ordering company equipment, e.g. chairs, desks, headphones, cameras (typically via Amazon) for delivery to either office or employee’s home
Support with implementation of activities in line with Health and Safety policies (including fire regulations, arrangement of PAT testing)
Operations and Logistics
Organise & arrange IT access for new starters
Arranging travel itineraries, booking flights, transfers, hotels, currency, travel insurance as required for client events
Support the Operations team with the smooth running of our systems, including handling IT issues, working with external provider to ensure continuity of service & proactive management of hardware
For internal company events, book accommodation for staff in line with company travel policy
Arranging couriers when required, ensuring the utilisation of the most cost-effective route
Answer phone calls to the company and address queries in a professional manner
Support the HR team with onboarding and offboarding employees
Support the Management Team and other business areas with arranging company wide events (including Hackathons)
Ownership of Viva Engage platform, including posting daily company meeting updates
Updating Management Team calendar with birthdays, celebrations, joining dates etc
Updating company calendar with religious festivals and holidays
Updating company organisation chart each month
In conjunction with Finance Manager, agree team annual social budgets, maintain sheet and approve expenses
Assist with financial and operational processes, including but not limited to staff and business expenses, freelance and contractor management, purchase order management and other financial admin tasks.
Skills/ experience required
Technologically savvy: you are proficient in using a range of IT systems, including Google suite tools such as Google Sheets, Slides, and Docs, with an ability to quickly learn new technology that we adopt
Proactive, with a really resourceful
Organised, with exceptional attention to detail
Exceptional self management; a true “self starter”
Demonstrated ability to effectively manage multiple strands of activity concurrently
Solutions oriented/problem solver
Strong written and verbal communication skills
Ability to plan and prioritise, working under pressure and to deadlines
Experience of financial systems and management, such as ApprovalMax and Xero, is preferred
Solid, demonstrable experience in an administrative support or office management role
Available to come into our Beaconsfield office a minimum of two days each week
Salary: £28,000 FTE (pro-rata based on number of hours worked)
Formative is a digital corporate content agency, working with some of the world’s leading B2B and corporate brands.
We bring the best of a busy newsroom to the world of corporate content- we call this brand journalism.
Our team consists of experienced business journalists and editors, an expert creative team along with a specialised social and insights team to provide our market-beating offer to clients.
At Formative, we believe strongly in the value of creating a diverse and inclusive workforce. If you require any reasonable adjustment in our process please don’t hesitate to advise. We encourage and support equal employment opportunities for all applicants for employment without regard to sex, race, colour, religion, national origin, age, disability, marital status or sexual orientation. Employment decisions are evaluated on the basis of an individual’s skills, knowledge, abilities, job performance, and other qualifications.