Job Spec
Position
Office Manager
Experience Required
Minimum 12 months experience in an office management role.
Background
8 Million Stories is a fast growing global digital marketing agency working with clients including BBC World News, Royal London, General Mills, Tesco Insurance, and Visit Britain.
About the role
We are based in a beautiful, newly refurbished townhouse, located in Edinburgh's West End and are looking to recruit an Office Manager to help look after our office. Whilst this role is predominantly based around the smooth running of the building and looking after the tenants and visitors, as we are a small team, there will be opportunity to assist with other areas of the business and get involved in a variety of tasks. We would love to hear from you if you have experience of office management alongside an interest in marketing.
Full time permanent role (37.5 hours per week) plus very occasional out of hours required.
Office based in Edinburgh (due to the nature of this role there isn't an option for hybrid/home working).
Company Benefits
* Salary circa £30,000, dependant on experience
* Bonus scheme linked to company/personal performance
* Full mental wellness package through Plumm Health
* Monthly social activities
* All employees are carbon offset through Ecologi platform
Annual Leave
Typically 33 days per year (including bank holidays) plus your birthday, increasing to 35 days after 5 years.
What we need from you
* Previous experience working as an office manager and being responsible for all office management systems and procedures.
* Previous experience organising and implementing facilities management of an office building.
* Good understanding of Health & Safety and Compliance requirements.
* Strong organisational, administrative, problem solving and planning skills.
* Can demonstrate excellent team working and communication skills with all levels within a business.
* Flexibility – there may be a requirement to attend the office out of hours if the alarm goes off etc.
* Strong communicator / personable – we will need you to welcome clients and present a good first impression.
* Excellent attention to detail.
* Ability to work under pressure and meet deadlines.
* Intermediate computer skills and experience with Microsoft packages (Outlook, Word, Excel etc.)
Key Responsibilities
* Be front of house, based at reception – greeting clients and ensuring a welcoming experience and excellent first impression for visitors arriving at the building.
* Provide refreshments and organise catering for guests as required.
* Oversee the day-to-day operations of the building, including answering any calls to reception, catering, facilities management, supplies procurement, and vendor management.
* Manage all aspects of the building, including acting as key holder for any emergencies relating to the building e.g. alarm call outs.
* Manage budgets and expenses, ensuring cost-effectiveness and adherence to any financial guidelines.
* Design, implement and update building policies relating to health and safety and building security.
* Organise and coordinate meeting rooms, appointments, and events as required.
* Maintain efficiency in the building by implementing and improving administrative systems and processes.
* Act as the primary point of contact for all building-related enquiries and requests.
* Provide general administrative support as required to the wider team.
* Co-ordinate building risk assessments according to safety policies, procedures and guidelines.
* Ensure the building is maintained to a very high standard, monitoring conditions and arranging repairs as necessary in line with health and safety requirements.
* Ensure all contract activities comply with all company, legal and client requirements for Health and Safety, environmental policies and general duty of care.
* Assist in arranging corporate lets which may include contracting, billing and itinerary checks.
* An interest in social media/marketing to assist wider team as required.
* Plan and manage travel bookings for the wider team as required.
* Any other duties deemed necessary.
Desirable Skills
* An interest in digital marketing/social media – previous experience highly advantageous.
* Front of house hospitality experience advantageous.
Job Type: Full-time
Pay: £30,000.00 per year
Benefits:
* Casual dress
* Company events
* Company pension
* Health & wellbeing programme
Ability to commute/relocate:
* Edinburgh EH1 2AS: reliably commute or plan to relocate before starting work (required)
Work authorisation:
* United Kingdom (required)
Work Location: In person