Office Manager

• Lead and manage all aspects of health and safety compliance, ensuring a safe and compliant workplace for all employees
• Coordinate with maintenance companies and external contractors to ensure that all necessary work is efficiently completed across company premises
• Oversee the management of company records, including health and safety documentation, maintenance logs, and service call-out reports, ensuring accuracy and accessibility
• Act as the primary point of contact for employee inquiries related to day-to-day operational issues, facilitating clear communication with internal stakeholders on matters related to office and building management
• Manage corporate credit cards, including the accurate recording of monthly statements, account reconciliation, and timely submission to the finance team to meet deadlines
• Handle all aspects of company vehicle administration, including insurance, parking permits, MOTs, road tax, and related responsibilities
• Assist with processing company expenses, ensuring accuracy and adherence to company policies
• Cover Head Office Reception duties when required
• Undertake any additional duties as assigned by management to support the overall operations of the office
• Lead and manage large-scale international travel projects, including arrangements for high-profile events such as international fashion weeks, industry conferences, and meetings with factories and suppliers
• Design and implement bespoke travel itineraries tailored to the needs of a diverse range of travellers, including staff, VIPs, and A-list celebrities, for various travel purposes
• Oversee travel budgets, maintaining meticulous statistical and financial records for all travel-related transactions
• Develop and manage the company's travel strategy, including flights, transfers, and hotel reservations for employees and guests, with a strong emphasis on integrating sustainability into all travel arrangements
• Maintain and update travel records, conducting regular monthly reviews and preparing for annual audits to ensure compliance and accuracy
• Keep the travel and expenses database current and organised, facilitating easy access and reporting
• Collaborate with stakeholders, partners, and consultants to address their travel needs and provide tailored solutions
• Coordinate travel bookings through the Travel Management Company (TMC) and distribute detailed itineraries to travellers
• Conduct monthly reviews with the TMC to evaluate airline and hotel bookings, ensuring optimal use of resources
• Overseeing and obtaining visas where necessary for travel, and communicating with partners’ regional offices in order to obtain letters of invitation for foreign Embassies
• Coordinate with the Finance department to manage invoicing for travellers’ personal travel expenses
• Maintain records of staff personal details (e.g., passports, driving licenses, and visas) in compliance with GDPR regulations
• Ensure consistent standards for rail, air, and hotel accommodations across all locations, maximizing the use of preferred suppliers

• 2+ years of experience in a similar position, demonstrating expertise in office management and travel coordination
• Demonstrated experience in managing and leading a team, with a focus on fostering a collaborative and efficient work environment
• Strong administrative and organisational skills with a proven track record of managing complex office environments
• Competent in managing health and safety duties, ensuring full compliance with legal and company standards
• Proven experience in managing budgets and travel requests, with a focus on aligning costs with budgetary constraints
• Exceptional attention to detail, particularly in managing financial records and travel logistics
• Excellent communication and interpersonal skills, with the ability to liaise effectively with internal and external stakeholders
• Proficiency in managing large-scale projects, particularly in travel coordination, with a focus on sustainability

Fluency in Italian is highly desirable

• Staff discounts
• Training
• Health & Wellbeing support (includes Private Medical Health Insurance, EAP, Gym Discounts, Access to Financial Planning Service, etc.)
• Cycle to work scheme
• Generous annual leave allowance
• Pension Scheme
• Perkbox membership: access to a wide range of perks, discounts, and wellness resources
• Opportunity to develop new skills and progress in your career
• Opportunity to work for a company that cares and believes in its people and the environment