Office 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.