Office Manager & Receptionist
London
12 Month Fixed Term Contract
Who We Are
GP Bullhound is a leading technology advisory firm providing transaction advice and capital to the world’s best entrepreneurs and founders. Founded in 1999 in London and Menlo Park, the firm today has 10+ offices spanning Europe, the US and Asia. For more information, please visit www.gpbullhound.com.
Our Values
· Focus on clients
· Be a Bullhound
· Play your part
· Build the future
The Team
You will take care of our London Headquarters in Mayfair, near Green Park station. The office accommodates around 40 employees from Investment Banking, Asset Management, Finance, Legal and central teams. You’ll work closely with a network of fellow Office Managers in other locations, sharing best practices and “tips & tricks”, and four EAs based in London. You will partner with building management, reception, security and external suppliers, and this is a fantastic opportunity to be the person who makes our headquarters run smoothly and feel special.
Your Role
GP Bullhound is looking for a proactive, high-energy London Office Manager & Receptionist. The ideal candidate:
Acts as a culture carrier and ambassador for the firm, to employees and external guests.
Takes pride in both the day-today (stocking fridges, resetting rooms, managing deliveries) and the experience design (how it feels to arrive, work and meet at our HQ).
Builds strong relationships across the office, helping to bind people to the organisation and strengthen our culture.
Operates with a strong sense of urgency, executes flawlessly and constantly looks for small improvements that make a big difference.
Loves to be with people in-office, 5 days per week, though many Fridays may work from home when there are no client meetings in the office.
Your Responsibilities
Workplace Experience & Relationship Management: acts as the face of GP Bullhound, providing a warm, polished and professional welcome to clients, candidates, visitors and colleagues. Gets to know people by name and preference, making regular visitors and employees feel recognised and valued. Creates a smooth and energising experience for everyone in the office, and builds strong relationships across teams so that people naturally turn to you when they need help getting things done. The OM plays an active role in strengthening culture, from connecting colleagues across departments to supporting initiatives led by EAs, HR and leadership. You are constantly scanning the environment for issues and opportunities, suggesting and implementing improvements to how the office looks, feels and works, and ensuring that the physical space reflects our brand as a leading technology advisory and investment firm.
Office Management: Ordering weekly refreshments for employees including healthy snacks, coffee beans and soft drinks; Daily replenishment of refreshments; Ordering stationery; Arranging UK & International couriers; Ordering canvases for meeting rooms and staying on top of the office’s appearance; Arranging weekly team lunches via Just Eat for Business; Managing meeting rooms; Liaising with cleaners, contractors, building management, building reception and building security. Attending quarterly Occupier meetings with building management and other tenants in the building. Quarterly meetings with Office Manager team.
Reception & Client Experience: Front of house manager; Registering clients with building reception prior to their arrival; Greeting clients and offering refreshments; Informing EAs of client’s arrival via Slack; Ordering lunches for client meetings; Strives to ensure that every client and guest experiences our HQ as seamless, professional and on-brand.
Events & Culture: Coordinates key office events and moments that bring employees together and strengthen our culture; Arranging annual Christmas Party; Arranging annual Summer Activity; Arranging monthly office birthday cakes and celebrations; Arranging monthly National Days Celebrations; Supporting the Events Team with Investor Allstars Annual Event.
HR & People Support: Support HR and the wider people agenda by helping with programmes and processes that touch the London office; Assisting with annual Future Stars programme; Employee onboarding and offboarding including building tour, arranging welcome team lunches and providing access to Uber, Deliveroo & Just Eat for Business; Managing spreadsheets for employee birthdays & dietary requirements; Catering to daily office life so people feel seen and considered.
EA Cover for Partners and MDs: Covering EA team during annual leave, including diary management via Outlook, liaising with internal team via Slack and scheduling client calls across multiple time zones via Zoom.
Health & Safety: Arranging Annual Fire Risk Assessments, including Fire Extinguisher and Fire Door Servicing. Managing Incident Report tracker.
Budget Management: Managing and controlling the office annual budgets: Office supplies (including stationery and weekly refreshments), furniture, couriers, maintenance repairs, weekly team lunches, monthly team events, and annual summer party & annual Christmas party; Tracking monthly spending to stay within budget and reduce costs to make savings where possible. Managing Office Manager’s credit card via Navan. Approving invoices where appropriate.
Your Experience and Qualifications
Proven experience in reception/office management, ideally within a fast-paced, professional environment.
Pride in both the visible and invisible parts of the role, from hosting clients and running events to stocking snacks.
High-energy, positive and proactive, with a strong sense of ownership and initiative.
Polished, presentable and comfortable interacting with senior stakeholders and clients.
Naturally relationship-driven, getting to know people and helping to connect and support them.
Motivated by creating a workplace experience that makes people proud to come to the office and proud to be part of GP Bullhound.
Excellent time management, the ability to prioritise and juggle multiple tasks, and attention to detail.
Fire Marshal and First Aider qualifications are desirable (or a willingness to obtain them).
Previous EA experience is desirable and will be an advantage when providing cover.
IT skills including MS Word, Excel, PowerPoint and Outlook.
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