Job Description
:Please note this is a 12-month contract for maternity cover.Spin Master is a leading global children's entertainment company, creating exceptional play experiences through it’s three creative centres: Toys, Entertainment and Digital Games. With distribution in over 100 countries, Spin Master is best known for award-winning brands PAW Patrol®, Bakugan®, Kinetic Sand®, Air Hogs®, Hatchimals®, Rubik’s Cube® and GUND®, and is the global toy licensee for other popular properties.What will you work on?
The Office Manager will manage and maintain the office structure and functions. The ideal candidate is an independent thinker who can make good judgments and manage unpredictable situations. The candidate must be well organized, very efficient, extremely resourceful, and have an adaptable and positive service attitude. Candidate should be highly flexible and can work independently with minimal supervision. The candidate supports occasional EA duties to a senior Executive in a fast-paced position that requires a flawless work ethic as well as being able to juggle a multitude of complex projects.
Office Manager Responsibilities Office Building Management
1. Look after the wellbeing of staff onsite
2. Ensure the company adheres to the necessary Fire Health Safety requirements and ensuring appropriate training is provided to fire wardens and first aiders
3. Carrying out an annual Health Safety refresher session for all employees
4. Support with plan and manage office renovations in the UK where required and support the design and building of new showrooms
5. Liaise weekly with building landlord about contractors, cleaning, safety measures, parking etc.
6. Manage office maintenance with contractors and deliveries, i.e.: weekly food orders and deliveries, plant maintenance contractors.
7. Ensuring all building safety checks are carried out by an approved contractor as required, i.e. water testing, light testing, electrical testing, fire safety inspections, air con servicing etc
8. Effectively manage day-to-day communication with the Property Manager and ensure ongoing follow-up to resolve any property management requirements
9. Manage the ongoing relationship with the assigned Cleaning Contractor
10. Perform daily inspection of the Office Facilities and address any issues related to cleaning and maintenance
11. Assist with project management and coordinate with Trades as necessary to ensure the effective completion of all building construction, fit-up, renovations, electrical or A/V upgrades and furniture fixture purchases and installations
12. Maintain and manage subscriptions, such as TV License, music licensing, copyright license etc.
13. Maintain and manage waste, disposal, and recycling facilities and procedures
14. Oversee and collaborate with Office Assistant to ensure smooth running of the office and a safe environment at all times
15. Collaborate with Globe BID and local council on business park improvements and community support, as well as attending BID Board meetings on a quarterly basis
16. Ensuring policies are adhered to, i.e. visitor policy, safety policies etc
17. Be available as a point of contact during the evening by security company
Security
18. Ensure Spin Master Facilities are secure and safe at all times
19. Carry out risk assessments and ensure personal risk assessments are carried out for Fire, Health Safety and First Aid compliance; conduct onsite audits for FHS
20. Ensure relevant notices, documents, and handbooks containing FHS and First Aid information are up to date; Document and communicate all applicable FHS policies, procedures and legal requirements, as applicable and achieve excellent sustainable results.
21. Report incidents monthly for the global consolidation of incident reporting. Follow through to ensure actions taken to prevent incidents are managed, implemented, and effective.
22. Liaise with building Security regarding FHS and First Aid, including fire alarm testing
23. Manage the relationship with 3rd party security and alarm vendor
24. Manage, issue, and track staff passes for building access
25. Liaising with security staff about timekeeping and office opening hours
26. Manage relationship with Document Shredding Vendor and ensure that appropriate procedures are in place to ensure confidential document security through shredding
27. Carry out FHS and First Aid inductions for new staff
Administration
28. Ensure all necessary suppliers are set up in SAP or any other system, following internal processes and approvals
29. Regularly update and manage the following documents: Parking chart and ensure the ANPR system is kept up-to-date
30. Support with organising team building days, social events, charity initaties, fundraising and donations
Executive Assistant Responsibilities
31. You will be responsible for managing the diary across multiple timezones, arranging appointments, booking hospitality, hotels, transport, visas and meeting rooms, including arranging itineraries for international travel, and collating all relevant materials for meetings/presentations in advance.
32. Ability to manage all incoming and outgoing correspondence, and to answer any general enquiries
33. Assist in developing and maintaining administration systems that allow easy access to information required by the SVP
34. Assist in management of the team including vacation requests, expenses and other approvals
35. Prepare all materials for executive in advance of meetings, presentations
36. Ability to work with other assistants closely to manage the executive
37. Act as custodian of corporate documents and records
38. Act as direct liaison with vendors/customers/partners
39. Additional duties as assigned, which include but not limit to, EU Business Reviews, Team meetings, Director+ Meetings and Townhalls. EU Business Reviews: arrange agenda, attendance, venue, IT, group travel, accommodation and hospitality
40. Plan and coordinate any Executive visits to the UK office
41. Planning and tracking of annual travel and event budgets
42. Provide personnel and administrative support, for both business and personal matters
43. Create and maintain an annual planning calendar for executive, which includes all key events, meetings and travel plans for the year
44. Coordinate International attendance and hotel rooming lists for large events in order to gain Executive’s approval on attendees and their durations
What are your skills and experience?
45. Minimum 5 years administration experience; at least 2 years supporting VP level or above
46. Proficient with MS Office (Word, PowerPoint and Excel) and Outlook
47. Demonstrated organization, planning and communication skills
48. Ability to work under pressure, and both independently, as well as in team environment
49. Ability to build and maintain relationships, both externally and internally
50. Good organizational, time management and project coordination skills
51. Ability to handle multiple tasks simultaneously, prioritize high volume workload and meet strict deadlines for tasks/assignments
52. Good attention to detail and follow-through skills
53. Team player, works well with others, able to delegate effectively
54. Demonstrated good judgment, ability to deal with confidential and sensitive issues
55. Flexible; excited about supporting various unpredictable projects and schedules
56. Strong oral and written communication skills
57. Result and detail driven
58. A creative approach, always proactive whilst maintaining high energy levels