Full job descriptionOffice Manager
Full Time | Permanent | Office Based
Salary: £37,500 - £40,000 per annum (dependent on experience)
Hours: Monday to Friday, 9:00am - 5:30pm
About the Role
We are seeking an experienced and highly organised Office Manager to oversee the day-to-day operations of a busy and professional design-focused studio environment. This is a pivotal role supporting the smooth running of the business across finance, HR, office administration, compliance, and general studio support.
Reporting directly to senior leadership, you will play a key role in ensuring operational efficiency, allowing project teams to focus on delivering exceptional work and service to clients.
Key Responsibilities
Finance & Commercial Administration
*Coordinate project invoicing, ensuring fees are raised accurately and on time.
*Maintain aged debt records and follow up on outstanding payments.
*Allocate incoming payments and maintain accurate financial records.
*Process staff expenses and manage petty cash.
*Prepare payroll information and support pension administration.
*Produce regular financial reports for management.
HR & People Support
*Maintain holiday, absence, and staff records.
*Manage training and professional development records.
*Coordinate employee onboarding and offboarding processes.
*Administer employment documentation, including contracts and right-to-work checks.
*Maintain company memberships and subscriptions.
*Support recruitment activities, including advertising vacancies, screening applications, arranging interviews, and preparing offer documentation.
Office Operations, Compliance & Health & Safety
*Manage office facilities, utilities, maintenance, supplies, and equipment registers.
*Coordinate insurance renewals and maintain policy records.
*Oversee IT administration, software licences, and user access permissions.
*Manage workplace health and safety requirements, including risk assessments, fire safety procedures, first aid provisions, and compliance testing.
*Maintain GDPR records, policy registers, complaints logs, and quality assurance documentation.
Front of House & Business Support
*Act as the first point of contact for incoming calls, visitors, and clients.
*Assist with setting up new projects and maintaining project records.
*Prepare supporting documentation for bids, tenders, and awards submissions.
*Coordinate with external marketing and social media providers.
*Ensure the office environment remains professional, organised, and well-presented.
*Manage archiving and retrieval of company records and project files.
Skills & Experience
Essential
*Previous experience in an Office Manager or Senior Administrator role.
*Strong financial administration experience, including invoicing, credit control, and expenses management.
*Experience supporting payroll and pension administration.
*Knowledge of HR administration, employee records, onboarding, and compliance processes.
*Excellent organisational skills with the ability to manage multiple priorities.
*Strong IT skills, including Microsoft 365 and accounting software.
*Professional communication skills with the ability to build positive relationships with clients, suppliers, and colleagues.
*A proactive, hands-on approach with a strong sense of ownership and accountability.
Desirable
*Experience using project management or time-recording systems.
*Familiarity with workflow management platforms
*Experience coordinating marketing activities, website updates, or social media content.
Benefits
*Competitive salary package.
*Permanent full-time position.
*Supportive and collaborative working environment.
*Opportunities for training and professional development.
*Regular CPD and learning opportunities.
*Increasing holiday entitlement based on length of service.
*Private healthcare.
*Social events and team activities.