Office Manager

Our client, a boutique architecture firm specializing in interior and furniture design, is actively seeking an experienced Office Manager to lead the non-architectural facets of the studio. This dynamic role involves contributing to the day-to-day operations, with responsibilities including responsibilities in Premises Management, Supplier Coordination, HR support, Financial Tracking, Learning & Development and other administrative tasks to ensure operational efficiency.

Requirements:

• Bachelor's degree in Business Administration, Accounting and Finance, Office Management, or a related field.
• Minimum of five years of experience in administrative roles, preferably within the architecture, construction, or production industries.
• Relevant work experience in accounting/finance or HR.
• Proficiency in Human Resources activities.
• Familiarity with project-based accounting practices is a plus.
• Knowledge of office procedures and an understanding of project-based workflows. 
• Demonstrate strong leadership skills with accountability and a strong mindset in managing multicultural teams.
• Excellent command of both spoken and written English language. 
  

Responsibilities:

• Manager covering all day-to-day requirements of a lively and ambitious architectural practice.
• Ensure optimal operational performance by building efficient processes, and enhancing effective communication and accountabilities. 
• Work closely with the Director to monitor and evaluate operational workflows as well as adjust processes as necessary to enhance performance.
  
• Develop and implement standard operational procedures (SOPs) across the non-architectural aspects such as Premises, Suppliers, HR, Finances, Learning, IT and administrative tasks. 
• Point of contact internally and externally managing post and administration mailboxes.
• Assist with HR tasks such as onboarding new employees, maintaining personnel files, and managing office policies.
• Employee engagement and support, including new joiner set-up, upholding studio policies and procedures, holiday requests and sick leaves
• Studio CPD (Continuing Professional Development) and training & learning programme management
• Proactive ownership of studio trips/activity booking, as well as celebrations and event
• Handle document control, including contracts, project
  files, and correspondence.
• Project team assistance and document management, including document handling and uploading.
  
• New business development support, including contact list updating.
• Manage office supplies and equipment, maintaining appropriate
  levels and liaising with vendors.
• Administrative duties such as, filing, stationery, ordering supplies and office organisation.
• Assist with accounting management and cost control.
• Manage accounts payable and receivable, payroll, invoicing, and financial record-keeping.
  
• Prepare financial statements, reports, and forecasts for management reviews.
• Ensure compliance with financial regulations, accounting standards, and tax requirements.
• Analyse costs related to projects, identify areas for improvement, and implement cost-saving measures.
• Monitor cash flow to ensure the firm has sufficient liquidity to meet its operational needs.