Office Manager

Company Overview:

GAS is an equipment rental company and studio complex that works with the top end of the advertising and fashion stills photography market. We pride ourselves on the quality and professionalism of our service. We're a young, vibrant company that constantly develops and strives to be the best at what we do.

Job Overview:

As the Office Manager at GAS, you will play a critical role in ensuring the smooth day-to-day operations of our vibrant and fast-paced studio complex. You will be the central figure in maintaining the office environment, managing supplies, and coordinating with both internal teams and external vendors. Your responsibilities will also extend to supporting the leadership team with administrative tasks, managing office culture, and ensuring the seamless execution of events for staff and clients.

In this multifaceted role, you will be expected to foster an environment of professionalism and organisation while promoting our company’s young and dynamic culture. You’ll oversee the office’s health and safety compliance, maintain vital records and data, and ensure that all office policies and procedures are current. As a proactive problem-solver, you will be trusted to manage the office budget, assist with H.R. tasks, and implement efficient processes to keep operations running smoothly.

Your attention to detail, strong organisational skills, and passion for creating a positive and efficient work environment will be key to your success in this role. If you’re looking for a position that combines administration, team culture management, and operational oversight, this could be the perfect opportunity for you to contribute to the continued growth of GAS.

Responsibilities:

Culture and Events:

• Serve as the point of contact between the office and other departments within GAS, ensuring effective communication.
• Manage the cultural aspects of the company, including meals, drinks, outings, meetings, and team-building activities.
• Ordering merchandise and overseeing client gifting
• Ensuring employee birthdays / life events are celebrated

Office Operations

• Manage office supplies and equipment inventory and place orders as necessary.
• Coordinate with service providers for repairs and maintenance.
• Ensure the cleanliness, organisation, and presentation of the office space and common areas. Maintain the office layout and ensure adequate supplies and equipment.
• Managing building decor, ordering all supplies, stocking kitchen items and general upkeep

Administrative Support:

• Provide administrative support to the leadership team, including scheduling meetings, taking minutes, and preparing documents.
• Manage office correspondence, including incoming/outgoing mail and email communications.
• Develop and maintain filing systems (both digital and physical).

H.R. Assistance

• Assisting in establishing policies and procedures for staff, supporting career development
• Assist with recruiting and onboarding new employees, including workspace setup, orientation, coordination of office keys and access, and ensuring all staff have the appropriate uniform.
• Absence and holiday management.

Budgeting and Procurement:

• Manage office budget, including tracking expenses and preparing reports.
• Negotiate with vendors and suppliers to secure the best deals on office-related purchases.
• Ensure cost-effective procurement of office supplies and equipment.

Health and Safety:

• Oversee the office’s health and safety protocols, ensuring compliance with local regulations.
• Maintain first aid supplies and manage office safety drills and protocols.
• Liaise with external safety consultants as required.
• Be the point of contact for health and safety concerns within the studio and building, escalating these as appropriate.
• Keeping on top of essential training requirements for staff and booking in training as appropriate (e.g., Fire Marshals / First Aid training)
• Induct and guide all team members on health and safety measures and lone working policy

I.T. and Equipment Management:

• Coordinate with I.T. support to ensure all office technology (e.g., phones, printers, computers) functions correctly.
• Track office assets and ensure proper maintenance or replacement as needed.

Policy and Procedure Implementation:

• Develop and implement office policies and procedures to improve operational efficiency.
• Ensure all office staff adhere to company policies and maintain a supportive office culture.
• Assist in the continuous improvement of office operations through feedback and innovation.

Data Management:

• Maintain databases and records relevant to office operations.
• Manage and oversee office documentation, ensuring data accuracy and confidentiality.
• Maintain the company knowledge database.

Miscellaneous Duties:

• Handle ad-hoc projects or tasks as required by senior management.
• Assist in cross-departmental initiatives that require administrative support.

Experience:

• Minimum of 3-5 years in a similar office management or administrative role, ideally in a fast-paced, creative, or service-oriented environment.
• Familiarity with the photography, fashion, advertising, or creative industries is a plus.
• Experience assisting with H.R. tasks such as onboarding, employee engagement, absence management, and health and safety procedures.
• Proven experience organising team events, cultural activities, or client-facing events within an office setting.
• Experience managing office budgets, procuring supplies, and negotiating contracts with vendors and service providers.
• Knowledge of office and studio health and safety protocols, including fire marshal duties, first aid, and managing compliance with relevant regulations.

Skills:

• Ability to multitask and manage various office operations simultaneously while maintaining a high level of organisation.
• Excellent verbal and written communication skills, with the ability to liaise effectively with all levels of staff, clients, and vendors.
• Strong attention to detail in managing schedules, office supplies, budgets, and administrative processes.
• Proactive in identifying operational challenges and finding efficient solutions, whether it’s related to office logistics or staff concerns.
• Proficiency in office software (e.g., Microsoft Office, Google Workspace) and familiarity with office equipment management (e.g., printers, phones).
• Experience in managing digital filing systems and databases and handling I.T. support coordination.
• Self-motivated with the ability to lead tasks and projects, making independent decisions when necessary.
• Ability to foster and maintain a vibrant office culture that aligns with the company's values, including event management and team-building activities.
• Competence in handling office budgets, tracking expenses, and making cost-effective decisions.
• Ability to handle sensitive information, especially in HR-related tasks, with complete confidentiality and professionalism.