Job title: Office and Events Manager
Reports to: COO
Hours: Full time Core hours are 9 am to 5:30 pm, may require additional hours to cover events, but time will be given in lieu.
London office based E2 6EH
Salary: £26k to £28k plus benefits
A great opportunity has arisen to work at D&AD a creative business in Shoreditch, which is truly unique. We have a fantastic office space that is not only a workspace but a great venue for internal and external events. We are a small not for profit company with a current headcount of 41 employees, and we are looking for someone who is passionate in taking ownership for our head office and organising events and assisting and developing the culture and environment within our head office.
Purpose of job:
To be responsible for the smooth running of our head office and to run/assist in events and provide administrative support to all teams within D&AD as and when required.
Duties and Responsibilities of the role will include:
Ensure and maintain the standards required of a front of house reception and the company premises to ensure it is well presented at all times, clean and tidy and make suggestions for improvements.
Opening and closing of the office and setting the alarm etc and in absence making alternative arrangements.
Carry out daily building walks to ensure the building is clean and tidy and there are no hazards, or damaged items.
Meet, greet and welcome our guests and deal with any enquiries and ensure the reception area is manned at all times and the phone is answered promptly and courteously.
Offer guests refreshments, where applicable.
Make sure recycling is carried out and the removal of unwanted items.
Deliver an excellent customer experience to every guest and at every event.
Responsible for all onsite deliveries and collections.
Arrange for the transportation and removal of equipment if required.
Maintain, order and stock up on office supplies, kitchen, stationary, food and beverage, bathroom and event supply’s etc.
Ordering couriers, taxis, travel arrangements and overseas packages.
Order business cards as and when required.
Supervision of all building and facility matters and contractors.
Sort and distribute incoming post and deliveries to the relevant party and in a timely manner.
Using the Neopost franking machine for all post, and keeping supplies up to date.
Manage the following third-party liaisons to ensure delivery of a quality service: cleaners, computer suppliers, insurers, office security, telephones, keyholder, alarm, security, shutters, fire alarm, aircon, pest control, H&S, sanitary, recycling, sewers, utilities, photocopier, coffee, maintenance and lift suppliers etc.
Supply and manage resources to employees, laptops and other equipment keeping an accurate record of company property issued and ensuring collection upon leaving.
Responsible for the office management budget and ensuring that the best price is obtained for all supplies, gas, electricity, cleaners etc.
Support users with relevant ICT information advice using third parties to help with this where appropriate.
Ensure office equipment is maintained and repaired quickly in case of problems (e.g. photocopier, franking machine, electrical appliance, coffee machine)
Source and maintain furniture, appliances and equipment as required.
Train employees on the use of AV equipment., telephony and entry and exit of the premises.
Manage/Assist with the procurement, tendering and negotiation process to procure appropriate resources/suppliers
Work with Peninsular (H&S provider) to ensure the office complies with all aspects of health and safety at all times and the health and safety policy is reviewed and updated.
Ensure we have trained fire wardens and first aiders and that regular fire checks and first aid kit checks are undertaken.
Book meetings and refreshments and ensure any special requirements are met for all staff meetings/events i.e. AV, food, beverage and room lay out etc.
Provide general office and administrative support to relevant departments as and when required.
Assist in maintain D&AD database and take part in data cleanse to ensure that it is accurate and kept up to date.
Maintain and update organogram and staff list.
Carry out any research as and when required.
Assist in looking after any general enquiries inboxes and respond accordingly.
Managing, attending and assisting at D&AD events (annual presidents’ dinner, staff socials) and official meetings relating to catering, equipment, logistical arrangements before, during and after.
Manage additional support staff when appropriate.
Deliver any event/project on time within budget.
Ensure health and safety risk assessments are undertaken for all events, with the assistance of our health and safety advisors.
Management of D&AD event space bookings, from point of sale through to event delivery. Liaising with clients on contracting, H&S documentation, issuing event sheets, recruiting internal staff to assist, technical set up and operations where needed, invoicing and post event reporting.
Overseeing the marketing of event space and admin support where needed.
Following up and maintaining event schedules for NB
Updating the project plans and project management systems.
Circulating information to internal and external stakeholders
Maintaining project and budget files, contact lists & the Events Calendar.
General administration: telephone and email enquiries, packing for the event, logging stock (books, leaflets, drinks etc.)
This above list is not exhaustive of the duties for this role, merely illustrative. This role requires the individual to be flexible and have the ability to work as part of a team.
Skills and experience
At least a year’s 1 experience in office/facilities management and or events
Customer service skills in a people facing role
Flexible approach to working hours
Customer service experience
Strong written and verbal communication
Rigorous attention to detail
Strong knowledge of Microsoft office and the google suite (email, docs, sheets)
A pro active, problem solving can do attitude
Health and safety
Ability to juggle and prioritize workload
Experience of using salesforce or other database systems
Calm with attention to detail
Resourceful – ability to come up with creative solutions to any problem that might arise
Enthusiastic and energetic – ability to make guests, suppliers, clients and staff feel welcome.
Able to liaise confidentiality and professionally with people at all levels
Able to work independently and in a team with a hardworking attitude
D&AD is committed to diversity, equality, equity, inclusion and respect for all. Providing a work environment in which all employees are treated with fairness, respect and dignity and which is free of discrimination, victimisation, bullying and harassment. At D&AD we are interested in every individual bringing their ‘Whole Self’ to work and this includes you! Please email firstname.lastname@example.org to let us know if you need any reasonable adjustments to be made for any part of the recruitment process.
In order to comply with the Prevention of Illegal Working, Immigration, Asylum and Nationality Act, you will need to provide appropriate documentation that proves that you are eligible to work in the UK.
Due to the number of applications we receive, we regret that you will not be contacted unless you are shortlisted for an interview. If you have not heard from us within three weeks of the closing date of your application you should assume that you have not been successful on this occasion.
Our privacy statement can be viewed on the D&AD careers page.