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Office/Operations Assistant

Office/Operations Assistant

The Office/Operations Assistant will work as part of the Operations team helping to facilitate the smooth day to day running of the Studio and operations playing a key part in ensuring that we have the best possible employee experience and operations support. You’ll be assisting the HR and People Coordinator and Head of People Operations with operations and finance as well as helping to drive excellence. There’s also the opportunity to get involved in any number of projects and initiatives as well as building up exposure to employee relations.

This is not your average support role, and as such we are looking for someone who can take ownership and add value to the team, therefore a winning mentality, an entrepreneurial spirit, as well as excellent communication skills and commercial awareness are essential qualities to be successful in this role.

Key Responsibilities

• Supporting the HR & People Coordinator with arranging Non-Disclosure Agreement signatures and new supplier set ups
• Raising purchase orders for supplier and contractor invoices and create weekly spreadsheet for accounts to ensure that payments are made accurately and timely
• Chasing accounts for delayed payments and managing the third-party relationship
• Consolidating monthly credit card reports through the online system, ensuring that receipts are uploaded correctly and assigned to the correct areas
• Resolve supplier/ contractor queries including payment of invoices
• Welcoming any visitors to the studio and setting up meeting rooms with refreshments
• Booking car parking spaces for visitors
• Ensuring that the kitchen is stocked with supplies and kept tidy and clean
• Ordering products – including kitchen supplies, stationery, IT equipment (where relevant)
• Booking all travel including hotel rooms, trains and flights
• Receiving deliveries and distributing where necessary
• Keeping the studio tidy
• General office support and administration tasks when required
• Support HR and Recruitment processes where necessary
• Supporting the HR & People Coordinator with arranging events throughout the year
• Ad hoc admin support for the Operations team

Essential Skills & Experience

• Exceptional communication skills (verbal and written)
• Excellent interpersonal skills at all levels
• Well organised
• Exceptional attention to detail and high level of accuracy
• Experience with Microsoft Office
• Able to prioritise a variety of tasks and manage time effectively
• A proactive, can-do attitude
• Excellent organisational skills and the ability to consistently work to key deadlines
• Ability to prioritise workload and find solutions to improve efficiencies
• A firm understanding of the importance of confidentiality
• A helpful, friendly and trustworthy person
• Desire to learn and be involved

We want people of all backgrounds to see themselves represented and included in our work, so we actively seek to diversify our team and bring more voices to the table. All applicants are welcome!

This is a hybrid role where the team works 3 days in the office (Tues, Wed, Thurs) and 2 from home (Mon, Fri).