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Office Manager - 1 Year FTC

Job Description

KEY RELATIONSHIPS:

1. Managed by HR manager

2. Work closely with Senior Management Team, HR and IT Manager

RESPONSIBILITIES:

Health and Safety

· Manage health and safety for the studio and employees making sure FGOL is compliant with all H&S regulations

· Carry out risk assessments and fire safety assessments as and when needed, and act as lead Fire Warden and lead First Aider

· Carry out DSE assessments for all new starters and any employee that requires additional DSE desk assessments. Make any adjustments needed to support the DSE assessment

Onboarding

· Manage the new starter process in collaboration with HR and IT

· On new starters’ first day, go through PowerPoint presentation, walking office H&S tour and staff introductions

· Update the staff spreadsheet and communicate any other new starter information required

Finance Support

· Regularly monitoring transactions and manage expenditure on the Corporate Card, ensuring that supporting documentation (including VAT receipts) is available for all transactions

· Work on the corporate card and petty cash spreadsheets each month and chase staff for missing invoices

Insurance

· Work with Accounts to make sure we are compliant with all office insurance requirements

· Inform all staff of Ubisoft travel insurance policies whenever booking travel

· Work with HQ on any additional travel insurance needed

Travel

· Booking travel abroad and in the UK for all staff and guests in line with Ubisoft guidelines and costings. Working with accounts to make sure all payments are made on time

· Organise and book accommodation for staff and guests, working with agencies when needed or booking directly

· Keep a record of all travel of our staff in spreadsheet including locations, and miles pertaining to transport, for the purpose of the annual HQ report

General Office Tasks

• Purchase office supplies and conduct studio check to ensure the kitchen, stationary cupboard, letterheads, printers and meeting rooms are stocked, and kept clean and tidy at all times

• Manage vendor relationships: air con / coffee machine/ water taps / AIS maintenance/ Sutton Yard / landlord / pest control / WEE waste etc.

• Understanding of facilities management including working aircon / electronics / lighting system / water etc.

• Post duties including booking couriers, sorting collections and deliveries

• Front of house duties; welcoming office guests on arrival. Keep reception clean and welcoming

• Ongoing plant care

• Work closely with the cleaning team to keep the office looking great

• Updating office manual and keeping all other office documents and records up to date

Cultural Environment

· Maintaining services with vendors and controlling stock for Fresh Fruit, Coffee and Tea, Milk orders, Monthly cake, Friday 5pm beers and summer ice-creams

· Communicating and organising ongoing happenings such as Yoga, monthly breakfast, new starter breakfasts and Friday Chats

· Designing event posters within Marketing’s templates

· Work with Marketing on staff swag for larger events

· Follow the yearly events program working on booking, budgeting, coordinating and decorating on all the in-house events

· Working with venues to get best deals, working to a budget, booking and coordinating offsite events: Christmas party and Company day

· Booking senior management or any other offsite meetings

SKILLS:

· Proficiency in Microsoft Office Suite and Google Docs

EXPERIENCE:

2+ years Office Management experience

PLUS

• Foreign languages
• First Aid / Fire Warden and DSE trained.
• Experience in working in a game studio or similar environment would be advantageous

PERSONALITY:

Team-focused, enthusiastic, organised, creative, committed, with a sense of humour, open-minded, positive, proactive, self-motivated

Additional Information

BENEFITS:

• Flexible office working hours
• 25 days of annual leave + 8 UK Bank holiday + Christmas company day(s) off
• 1 day off if you get married (Wedding Day)
• Sick pay
• Fresh fruit selection delivered 3 times a week, Free monthly breakfasts, Team Lunches
• Beer fridge & Selected wines + other beverages
• Weekly Football, Pool table, ping pong tournaments, poker nights, Office events, social gatherings, Fun Games room
• Birthday Cakes/Cards
• Summer & Christmas parties, Roof terrace area
• Training Budgets
• Contributory pension scheme
• Private healthcare, Reduced gym membership, life insurance, critical illness & Disability cover
• Childcare vouchers
• Season ticket loan (for tube/rail costs), Annual mobile phone/tablet allowance
• Profitability bonus
• Recruitment Referral Fee awards

Company Description

Future Games of London is a Ubisoft studio that designs, develops and operates free-to-play mobile and digital console games. Founded in September 2009, FGOL create original and unique games such as the Hungry Shark series which has been enjoyed by over half a billion people worldwide.

We are a dedicated team with drive, passion and creativity, who enjoy being part of a forward thinking studio in an exciting and ever-evolving industry.

Future Games of London is looking for an Office Manager to support the day-to-day management of the studio.