Office & Facilities Manager

020 7494 9513

Office & Facilities Manager

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Role Details

The Office & Facilities Manager (OFM) will have a varied role that plays a vital and central part in the smooth day to day running of our studio. They will ensure it is well maintained, well presented, safe and secure so our staff have a great place to work and our clients and visitors have an exceptional experience every time they visit. Building a good relationship with our Landlord and service providers will be an important element of this. They will also manage the Front of House and one Runner who will support them in delivering an outstanding service.


The OFM is the go-to person for all operational areas which they will proactively review, manage and document. They will work closely with the Landlord and the senior team to resolve any issues, ensuring we are compliant in all areas and this will require a good knowledge of health, safety and environmental regulations and application.


The OFM will liaise with the OFM in Montreal to ensure there is continuity across both studios and will be responsible for the research and arrangements for any staff travel, both locally and internationally. They will also provide diary management and some admin support to the co-founders and design and send out internal comms regarding social events, H&S, housekeeping etc.


The wellbeing of our staff is very important and the OFM will work closely with the senior team to ensure a smooth induction process for our staff and provide a point of contact and ongoing support during their employment and any exit requirements. This requires discretion, sensitivity and strong people relationship skills. They will also work closely with the senior team on any staff or client events - sourcing venues/supplies, making all arrangements and managing them on the day. They will also source local discounts at restaurants, bars and services etc for our staff. 


The OFM will have an excellent understanding of a client service facility and the ability to deliver a high quality client service and be flexible and adaptable, often last minute, in a fast changing environment. They will be adept at building relationships at all levels, have strong problem solving skills and be able to find appropriate solutions. They will need to be highly organised and efficient with strong attention to detail, have excellent spoken and written communication skills, and be able to keep the appropriate people informed of progressand status. They will be confident in their approach, proactive and happy to roll up their sleeves and get stuck in with whatever needs doing. They will be able to work with minimal supervision and therefore be self-directed and motivated, but also know when to escalate issues. A good sense of humour, a calm style, reliability, strong time management skills and the ability to deliver to deadlines are all also key to the role.


Key Responsibilities:

Client Services 

  • Line manage the front of house team (currently 1 Runner)

  • Front of House for client visits & events

  • Ensure all client areas including Reception, Screening rooms, Meeting rooms etc are ready for visits/use

  • Oversee sourcing and budget for all in-house food and drink for staff and clients

  • In-house event management - staff and client events and visits - sourcing venues, supplies, arranging and  managing on the day etc

  • Source local discounts at restaurants, bars and events for staff

Office Management

  • Ensure studio is clean and clear in all areas at all times inc. kitchens, toilets, meeting/screening rooms etc

  • Review and update internal Wiki with any relevant information

  • Review and order office supplies inc food/drink/cleaning materials/stationary/event requirements etc

  • Manage spend for all office items and petty cash and ensure timely submission to Finance team

  • Travel arrangements - both local and international as required for all staff

  • Arrangement of couriers/shipping to Montreal/other locations for shoots etc

  • Diary management and admin support to the co-founders

  • Design, write and send out comms to staff re: social events, H&S, housekeeping etc

  • Cover Reception in Runners absence and ensure the door/phone is promptly answered and additional cover in place if both absent/on hols  

  • Security - ensure the building is properly secured, key holders trained and locking-up rota is managed and cover in place as required or holidays/sickness/other absence 

  • Provide ergonomics assessments for staff as required

  • Oversee studio diary to track staff joining/absence/leaving/birthdays/anniversaries etc and action required tasks

  • Manage office activities; including bookings and payments for Yoga and Football etc


Facilities Management

  • Ensure good upkeep and maintenance of all designated equipment in the studio ie kitchen appliances, photocopier, toilets, audio equipment, screening room equipment etc

  • Build and manage strong working relationships with our landlords and service providers (eg telephone, waste disposal, maintenance, services, water, alarms, cleaners etc)  to ensure they are cost effective and timely

  • Regular review, sourcing and negotiating of cost-effective suppliers 

  • Manage spend, budgets & invoicing  

  • Maintain inventory of maintenance and supplies and services 

  • Ensure all works meet H&S standards and legal requirements​

  • Continuously audit safety and security measures, ensuring and maintaining compliance with company, governmental and VFX Industry guidelines

  • Work with senior and tech teams to ensure all systems and processes ie. courier deliveries and visitors meet compliance requirements

 Project Management & H&S

  • Ensure Union meets all H&S compliance requirements 

  • Management of fire wardens, first aiders, mental health first aiders and any associated trainingManage and oversee ad hoc projects as they arise ie air-con servicing, electricity, building works, council works etc 

  • Manage any refurbishments, renovations, repairs and office moves to ensure they are cost effective, least disruptive and run smoothly

  • Implement and improve office procedures as we grow and liaise with Montreal to share any findings


People   

  • Manage runner/s to ensure appropriate support in ensuring an outstanding client service is delivered across the studio

  • Manage all personnel requirements for Runner ie. reviews, feedback, weekly meetings etc

  • Respond in a timely and professional manner to staff requests and provide updates as needed

  • Work closely with Head of People and Talent & Recruitment Manager to manage new starter inductions and leavers


Key Skills

  • Ability to thrive on a varied working day, getting involved as needed to ensure the smooth-running of the studio

  • Excellent communication skills, both written and verbal, interpersonal and influencing skills - a people person who enjoys a high level of collaboration and contact with a wide range of people and making things happen both independently and by working with others

  • A good problem-solver who loves to try new things

  • Ability to see where you can make improvements and implement them  

  • Keen to learn and are able to assimilate knowledge rapidly

  • Welcoming & approachable and strong customer service skills

  • The ability to maintain discretion and deal with sensitive and strictly confidential material

  • Calm, practical and positive

  • Strong planning and prioritising skills with ability to juggle multiple tasks and deadlines

  • Flexibility and ability to react quickly to changing demands and priorities 

  • Willing to take on more as the company grows

  • Ability to think and plan ahead in a bid to spot problems before they happen

  • Computer literate

  • Ability to build effective working relationships across all levels of the business


Previous experience as an Office Manager is essential and experience in a creative industry that is client facing is preferred. This role is onsite Monday to Friday & occasional weekend days by arrangement for office works. 


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