Office Manager

Office Manager
Location: London
Type of contract: Permanent

Who We Are

TBWA\Media Arts Lab (or MAL as you’ll hear us called) is the bespoke global advertising agency dedicated solely to Apple. Our mission is to create smart, simple and iconic work that transforms business and makes culture for the world’s best brand.

We’re headquartered in Los Angeles with 5 further international hubs and over 700 people making great work for Apple in 26 markets around the globe.

Diversity, Equity + Inclusion

Without inclusion, we won’t be diverse. Diversity brings a richness which we believe enables innovation & creativity. As such, MAL is committed to maintaining an open, welcoming and inclusive culture which allows everybody to bring their whole selves to the workplace and simply be who they are at all times.

Media Arts Lab is an equal opportunity employer and welcomes everyone to our team. If you need reasonable adjustments at any point in the application or interview process, please let us know. In your application, please feel free to note which pronouns you use (for example, she/her/hers, he/him/his, they/them/theirs, etc.).

Summary

Reporting into the HR Director and with a dotted line into the Finance Director, the Office Manager will play a pivotal role in managing reception and office operations in our UK office. Primary responsibilities will include office planning, development, processing purchasing requests, managing office supplies, arranging travel, budgeting, and supporting additional People and Finance requests. In this multifaceted role, you will work closely with the senior management and HR team to ensure the utmost care of the office, reception area, and all customers.

The Work

Responsibilities will include:

Local & International office development:

• Office fit outs for expanding global network offices e.g., new office floor plans.
• Overseeing all security fit outs and being first point of contact for local offices.
• Work with local office managers on ad-hoc projects.
• Ensure that EMEA & MET local offices are keeping to MAL standard operating procedures.
• Ensure consistency between regions and offices on their operational approach.
• Organise relevant training for local office teams where necessary.
• Maintain all documentation and distribute to teams as required.
• Key approver for change requests.

Overseeing London office management:

• Liaising with senior management on recommendations in relation to layouts, furniture, fittings, and future planning for the office.
• Working with creative teams to design office space.
• Supervision of all day-to-day administrative activities.
• Weekly status meeting with Cardinia Facilities Manager and Greeter to discuss and update on maintenance status.
• Manage the Greeter, ensuring that their development and progression is being focused on and that the team is delivering a best-in-class service.
• Being point of escalation of any Greeter responsibilities when necessary.
• Manage supplier accounts for the office.
• Manage the office budget.
• Partner with the HR team to support company wellness programmes.
• Being aware of all office changes & moves as well as progress status, issues, delays, and concerns.
• Submit any information regarding contractor and vendor annual performance reviews.
• Conduct contractor vetting for on-site workers.
• Ensure building and company policies are up to date with current law and legislation.

Office Planning and Development:

• Space planning & circulation charts, 2-D + 3D drawing for long-term expansion needs.
• Building services layouts, HVAC, M+E, Lighting.
• Analyse competitive proposals/estimates on materials, labour, equipment, and furniture.
• Organise and manage renovation and construction of new office space.
• Prepare contract tender documents for prospective contractors.
• Liaise with contractors on agreed works.
• Attend regular site meetings.
• Co-ordinate office moves when needed.

Security:

• Partner with the International Security Manager to receive ongoing security training to ensure awareness and understanding about client and internal security obligations.
• Oversee security of our office premises, including access control, surveillance systems and visitor management.
• Collaborate with the security team to address any security concerns or incidents.
• Partner with the security team act as a point of contact for any office security incidents and take action to mitigate risk and prevent reoccurrence.
• Deliver security training to all new contractors who have access to our office before they can work onsite.

Health + Safety:

• Health and Safety responsibility of office and overall building.
• Reporting: Providing timely reports on the property performance to evidence ongoing compliance.
• This will be key to aligning with our Health & Safety strategy, driving performance, and finding opportunities for improvement as well as supporting decisions made based on data analytics.
• Partner with Omnicom Health + Safety advisor to ensure all paperwork is updated and the required training is attended.

Event Management:

• Planning and manage local corporate events.
• Lead in planning, promoting and delivering site wide social and charitable events and support employee engagement for the London office.
• Work with HR, senior management, department heads on cultural events etc.

Ad Hoc:

• At times, may be required to cover the Executive Assistant’s holiday.

Who will thrive in this role?

• Proven experience in office management is essential, ideally within the creative/ advertising space.
• Excellent organisational and multitasking skills, with strong attention to detail.
• Strong interpersonal skills and confident interacting with people at all levels of seniority.
• Proficiency in handling basic finance-related tasks, such as budgeting and expense tracking.
• Ability to work autonomously, prioritise tasks, and meet deadlines in a fast-paced environment.
• Experience in executing employee engagement and experience initiatives is an advantage.
• Excellent working knowledge of Microsoft Office, Pages, especially Microsoft Excel & Numbers.
• Experience in managing office moves.
• High regard for confidentiality.
• Flexible, can adapt to manage new priorities as they arise and willing to get stuck in.
• Pro-active, a self-starter who works well on their own initiative.
• Solutions orientated with natural problem-solving skills.
• Highly organised, efficient and able to multi-task and remain calm under pressure.
• Honest and open.
• Strong knowledge of security best practice.
• Brings energy and positivity to their environment.

What’s in it for you?

Given we push to create smart, simple, iconic, globally impactful work that makes culture; we understand this requires the hard work and dedication of an extremely talented and innovative collection of people. 

Therefore, we have designed our benefits package to first and foremost take care of our teams, to say, “thank you”, but beyond that, it is there to ensure that you are rewarded for the incredible work you deliver and receive the recognition that goes along with that.  

From continued learning & development, life insurance for protection and peace of mind, family care leave (for those important times), well-being and mental health support – to volunteer days and a great work environment with an international and talented team – basically, we’ve got you covered!  

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