Karla Otto is a globally recognized public relations and communications agency, founded in 1982, with offices in 15 key cities across the UK, EMEA, US, and Asia. With a strong presence in fashion capitals such as Milan, London, Paris, and New York, the agency has built a reputation for representing some of the most prestigious names in fashion, beauty, and lifestyle.
In 2017, Karla Otto merged with K2 to form THE INDEPENDENTS, a global marketing, design, and communications group. This collective brings together industry leaders who share a commitment to innovation, excellence, and thoughtful collaboration across the luxury and lifestyle sectors.
At Karla Otto, our team of expert strategists, designers, planners and publicists are dedicated to delivering exceptional results and establishing long-term partnerships with our clients. We are passionate about the world of fashion, beauty, and luxury, with everyone bringing their unique expertise and insights to the table. We are driven by a shared commitment to excellence and a deep understanding of the ever-evolving industry landscape.
Karla Otto London is looking for an enthusiastic, proactive, and self-motivated individual to join the team as an Office Manager & Reception Lead. This is a key role in ensuring the smooth day-to-day running of the office, acting as the first point of contact for visitors, and providing occasional PA support to Senior Management.
You'll be responsible for managing the reception desk, maintaining a welcoming and efficient front-of-house environment, general office operations, and supporting the leadership team with administrative tasks as required. This role would require an in-office presence 5 days a week.
Key Responsibilities
Office & Reception Management
Serve as the first point of contact for the agency – you will be sitting at reception, greeting guests, answering calls, and managing deliveries in a professional and welcoming manner
Ensure the reception area is always tidy, presentable, and well-stocked with relevant materials
Record and manage office expenditure, budgets, and supplier invoices
Creating and managing the office support rota, in collaboration with Account Assistants and Interns, to ensure the front desk is always managed during office hours.
Organise office layout and maintain supplies of stationery and equipment
Oversee the condition of the office, coordinating with cleaners, maintenance providers, and contractors as needed
Negotiate and manage office insurance and service contracts
Review and update health & safety and fire safety policies, ensuring compliance across both office sites
Coordinate regular testing of electrical equipment and safety devices
Manage office subscriptions (magazines, newspapers, digital platforms)
Maintain accurate records, files, and documentation in line with company policy
PA & Administrative Support
Provide day-to-day administrative support to the Senior Management team including but not limited to minute taking and meeting scheduling, diary management, travel bookings, expenses, and occasional research or presentation support
Wider project and event management support across the agency
Support PR and account teams with day-to-day administrative tasks, including report coordination, document preparation, and general team support.
Manage the mailbox and direct emails to relevant stakeholders.
Key Attributes
Previous office management experience, with exposure to PA duties preferable.
Experience working in a fast-paced environment dealing with tasks under pressure.
Must be efficient in Microsoft Office.
Efficient time management skills and ability to think outside the box to meet expectations
Strong communication skills (both written and oral), research, and organisational skills
Displays leadership qualities and effectively delegates where appropriate
Prioritises and manage multiple projects simultaneously, and follows through on issues in a timely manner
Generates novel and useful ideas and solutions to everyday problems and challenges
Accomplishes tasks accurately, thoroughly, and with a keen eye for detail
Takes ownership for specific projects without supervision
Willing to go above and beyond the call of duty to complete a project accurately and on time
Highly motivated and enthusiastic
Strong work ethic and sense of urgency
At Karla Otto, we are always looking for personalities with positive charisma who are enthusiastic, self-motivated, and have a keen sense of aesthetics.
Karla Otto embraces and celebrates diversity, inclusivity, and equal opportunity. We are committed to building a team that represents a variety of backgrounds, perspectives, and skills. Karla Otto provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, colour, religion, age, sex, national origin, disability status, genetics, sexual orientation, gender identity or expression.
We aspire to have a diverse and inclusive workplace and strongly encourage qualified applicants from a wide range of backgrounds to apply and join our team
Founded in 1982, Karla Otto is a full-service brand-building agency specialising in fashion, design, beauty, lifestyle, arts and culture, operating from fifteen cities across the globe.