Job Purpose
In the role of Office Manager & Receptionist, you are responsible for the smooth and efficient running of GPJ’s London office. Your primary focus is to ensure our space is welcoming, organized, and a positive environment for all staff, clients, and visitors. This is a part-time role, 3 days per week Tues, Wed, Thursday.
Key Responsibilities
Front of House & Reception:
1. Serve as the main point of contact for all visitors, clients, and staff.
2. Manage the reception area, ensuring it is always welcoming and tidy.
3. Monitor the main office email and internal communication channels, responding to inquiries promptly, and proactively communicating key office updates and messages to the team.
4. Provide support for meeting room bookings and basic AV needs.
5. Provide office support to our Project agencies and colleagues.
Office Management & Administration:
6. Take ownership of the office environment, maintaining a clean and functional space for agile working.
7. Act as a strong advocate for a smoothly running office, ensuring operational policies and office rules are maintained.
8. Taking full accountability for task prioritization and timely execution of all office operational tasks.
9. Management of our office suppliers, conducting reviews and negotiations, and taking an assertive stance where necessary to ensure high standards of delivery and cost-effective value for the agency.
10. Manage the stock and orders of office supplies, stationary, and kitchen inventory.
11. Handle daily postal deliveries, couriers, and company taxi accounts.
12. Support staff onboarding and offboarding, including managing access fobs, mobile phones, business taxi accounts and welcome packs.
13. Process invoices and purchase orders for all office-related expenses, and occasional support for the senior leadership team.
14. Proactively seeking opportunities to evolve and optimize office operations, possessing the initiative to bring those ideas to the table to make them happen.
Events & Meetings Support:
15. Support the coordination of onsite meetings and events, including catering, refreshments, and room setup.
16. Ensure all meeting rooms are kept clean, tidy and in good working order throughout the day.
17. Manage the inventory of all meeting and catering supplies.
18. Provide occasional support for office meetings and events that happen outside of office hours.
Health & Safety:
19. Taking full ownership of the health and safety across the office proactively, ensuring all checks, assessments and compliance tasks are scheduled and completed on time.
20. Conduct DSE (Display Screen Equipment) assessments for staff.
21. Acting as the lead designated Fire Warden and First Aider, organising all necessary training and certification renewals.
22. Liaise with building management and external contractors on maintenance, fire safety, and security.
About You:
23. You are driven by service excellence, providing responsive, high-quality support to all staff, clients, and visitors.
24. You are a proactive self-starter, who enjoys managing a diverse workload independently.
25. You strike the right balance, maintaining a tight-ship while remaining truly helpful, approachable and friendly.
26. You are resourceful and curious, with the genuine willingness to throw yourself into a new subject or area of responsibility.
27. You are adaptable and calm under pressure, capable of managing changing priorities and responsibilities.
28. You’re a supportive team player, always willing to support those around you and jump in wherever needed.
29. You are a problem solver, who uses initiative to continuously improve operations and bring the best solutions to the business.
30. You are an excellent communicator, and have strong written and verbal communication skills.
31. You are highly organised and detail-oriented, ensuring all office operations run smoothly and efficiently.
Qualifications & Experience:
32. 3+ years of experience in an Office Manager or Receptionist role, ideally within an agency or creative environment.
33. Proven experience with successful supplier management, including conducting reviews and negotiations.
34. Strong computer literacy and proficiency in standard office software.
35. Excellent written and verbal communication skills.
36. Strong organizational, time management, and problem-solving abilities.
37. Basic financial knowledge related to invoices and purchase orders.
38. First Aid and Fire Marshal certification is a plus.
Apply now