OFFICE MANAGER
LOCATION: Nyetimber Group London office – 5 days in the office p/w
REPORTS TO: Head of Finance - Nyetimber
RESPONSIBLE FOR:
No direct reports
COMMUNICATORS:
CEO, Managing Director, Head Winemaker, Senior Winemaker, Estates Operations Manager, Business Services team, Marketing team, Sales team, Finance team, Facilities team, Office Managers (Vineyard and Winery), external visitors and third-party suppliers.
MAIN PURPOSE:
The Office Manager is responsible for the smooth and efficient operation of our office and facilities, creating an exceptional working environment and visitor experience, which reflects the luxury and sophistication of our brand. You will also be responsible for developing and implementing office projects, ensuring that cost, quality, time is controlled and achieved. You will be an articulate, well-presented person who will be the face and voice of Nyetimber at our Head Office in London. In addition, you will be conscientious, discrete and have a keen eye for detail in every aspect of your role.
VALUES & MOTIVATORS:
PIONEER
Nyetimber is the pioneer of sparkling wine. and more. To be a pionneer means not to follow, and this spirit is central to how we all think and operate when setting out plans and direction for the brand.
EXCEPTIONAL
Exceptional goes beyond winemaking, it extends to every touchpoint of the brand. At every possible opportunity Nyetimber should difference itself with faultless execution and high quality service.
JOIE DE VIVRE
A feeling of joy, happiness, and sophisticated love of life that will give us an emotional connection to our customers around the world.
RESPONSIBILITIES:
Office Management
* Develop and implement office policies that align with Nyetimber’s luxury brand and operational goals, focusing on innovation, sustainability and efficiency.
* Ensuring that the London office is impeccably presented and is reflective of Nyetimber’s luxury aesthetic standards.
* Independently manage the daily operations of the office, pre-empting any problems that may arise and proactively addressing any that do, to ensure a seamless and efficient working environment.
* Front of house – being the first point of contact for incoming calls, guests and visitors ensuring they are given a warm welcome and dealt with in a professional and timely manner, thereby enhancing the perception of Nyetimber and reinforcing its reputation and professional image.
* Responsible for managing post, on behalf of all staff, and dealing with couriers collecting or delivering parcels.
* Day to day management of external contractors, including the Office Cleaner, Handyman and other facilities maintenance suppliers.
Project Management:
* Lead high-impact projects, such as interior design projects or renovations where necessary, managing stakeholders, timelines and budgets with precision.
* Responsible for creating and maintaining robust project plans and ensuring that cost, quality, time and benefits realisation is controlled and achieved.
* Coordinate project resources and stakeholders, including team members, vendors, and clients.
Senior Management Team Support:
* Organising travel arrangements, including itineraries, flights, accommodation and transport when required.
* Scheduling and coordinating meetings.
* Handling sensitive information with discretion, including managing confidential documents.
Out of Hours Support:
* Being available to respond to urgent calls and emails from key stakeholders outside of standard working hours.
* Maintenance and facility issues – coordinating with maintenance staff or contractors to handle urgent repairs or facility issues that rise outside normal business hours, such as plumbing leaks, electrical failures etc
Other Duties:
* Coordinate with the Head of Finance, regarding IT support, budget management and expense tracking for office and facilities-related costs.
* Champion the company culture by organising team-building initiatives and maintaining a workplace aligned with Nyetimber’s values and luxury standards.
* Serving as a trusted advisor to senior leadership on office strategy and improvements.
* Oversee health and safety compliance, implement contingency plans for emergencies, and manage risks to ensure a secure and seamless office environment.
* Liaise with the HR team to ensure comprehensive onboarding, including coordinating company induction tours for new starters.
* Foster a positive and collaborative work environment, promoting Nyetimber’s company values and culture.
* Undertake such other duties commensurate with the responsibilities of the role and any other reasonable management request.
KEY SKILLS & EXPERIENCE:
* Experience working as an Office Manager, or a similar role.
* Well-presented individual, with a keen eye for aesthetic.
* Excellent interpersonal skills with a high degree of discretion, integrity and professionalism, always ensuring confidentiality.
* Outstanding communication skills (verbal and written).
* Excellent knowledge of general administration procedures.
* Highly efficient in resource planning, budget management and task assignment.
* Driven attitude, always acting in the best interests of the organisation.
* Ability to work under pressure, cope with conflicting priorities and meet deadlines.
* High level of resourcefulness and independence, having the ability to always solve problems using own initiative.
* Receptive to change, resilient and adaptable.
* Excellent understanding of Microsoft Office software, specifically Word, Excel, PowerPoint and Outlook.