Office Manager (12 month FTC)

About the Role:

Are you an organised proactive people-person who thrives in a dynamic workplace Were searching for a passionate Office & Operations Manager to be the heartbeat of our Bankside office keeping everything running smoothly supporting our teams and creating a workplace where everyone can do their best work.

Youll be our go-to for office operations onboarding IT equipment coordination health & safety and much more. Youll also be the welcoming face for guests and key collaborators so confidence and warmth are key.

If you love solving problems streamlining processes and fostering a vibrant efficient environment this could be your perfect role.

What Youll Do

• People Operations

  • Lead the onboarding process for all new joiners from welcome communications and first-day logistics to office tours IT setup and health & safety inductions.
  • Support offboarding processes to ensure a smooth and compliant employee exit including coordinating the collection and return of company property.
  • Act as a day-to-day liaison between the business and the People Team or People Services Hub for general queries.
  • Maintain employee records relating to office equipment access passes Health and Safety and other compliance training.
  • Ensure all new joiners are set up for success with laptop ordering access to systems tools and team information.
  • Ensure all new joiners are assigned lockers if required and that lockers are tacker maintained and emptied when employees leave ready for re-assignment.
  • Support the coordination of employee engagement activities wellbeing initiatives and internal events.
  • Assist with updating documentation such as onboarding materials and office policy guides.

  Office & Facilities Management

  • Conduct daily checks of meeting rooms communal areas and IT equipment ensuring everything is tidy functional and fully stocked.
  • Maintain office supplies and coordinate restocking of consumables print pods and kitchen essentials.
  • Oversee all post distribution and courier and taxi logistics.
  • Manage building access and bike storage including onboarding/offboarding of pass holders.
  • Liaise with the building services team for any facilities issues and ensure timely resolutions.
  • Continuously improve the office space by sourcing furniture dcor and plants to enhance the environment.
  • Coordinate meeting room bookings and organise catering with internal teams when required.
  • Help create updated seating plan rotas.

  IT & Equipment Management

  • Manage equipment requests for both office and remote setups via internal ticketing system raising purchase orders tracking deliveries and ensuring timely fulfilment in coordination with People Team People Services Hub and Paige our IT providers.
  • Arrange desk audits in conjunction with Paige to ensure all tech is in good working order.
  • Work closely with the People Services Hub People Team and Paige/IT teams to ensure all equipment is in place for new starters or when staff transfers occur.
  • Ensure leavers laptops are collected and returned to our central IT facility via designated process
  • Be the point person for larger IT requests meeting support/set up.
  • This is a core element of this role so a passion for these functions is a must

  Health Safety & Compliance

  • Take responsibility for all elements of health & safety compliance.
  • Manage risk assessments and ensure emergency procedures and materials are current and accessible.
  • Coordinate fire warden and first aider training and keep coverage up to date.
  • Champion a culture of safety wellbeing and workplace awareness across the business.
  • Maintain and monitor Workrite Health & Safety and other relevant compliance training completion.
  • Track H&S assessments coordinate follow-ups or adjustments with People Team and Omnicom health & safety leads (where relevant).

  Events and financial

  • Assist in the management and execution of internal agency events and parties and support in the logistical needs of any pitches we may be running.
  • Manage office budget and expenses including processing purchase orders invoices and tracking expenditures.

  What Were Looking For

  • A self-starter someone with a motivated and driven attitude who uses own initiative and takes ownership and thrives on making things better smoother and more efficient.
  • Organisational agility able to multitask prioritise work to deadlines and stay on top of a broad workload with excellent attention to detail.
  • Strong HR awareness High level of emotional intelligence and experience or interest in People operations e.g. on/offboarding employee lifecycle and compliance.
  • Excellent communicator able to engage with people across all levels with confidence warmth and professionalism and enthusiasm.
  • Collaborative mindset works well with others particularly across People IT Finance and Leadership teams.
  • Problem-solver quick thinker who stays calm under pressure and offers and implement practical solutions whilst remaining commercially aware and looking for efficiencies.
  • Interest in wellbeing and compliance especially in maintaining a safe inclusive and engaging workplace.
  • Strong Health and Safety awareness knowledge of workplace safety standards legal requirements and industry best practices for maintaining a secure and compliant office environment a qualified first aider preferred
  • Tech-savvy - proficient in Microsoft Office 365 suites management software applications and understanding of AV equipment in meeting rooms.

Why Join Us

Youll be part of a creative fast-paced agency environment where your contributions truly matter. We value your initiative care about your wellbeing and provide a hybrid working setup that balances office collaboration with remote flexibility.

About the Agency:

PHD is a growth-focused media agency driven by innovation and creativity.

Founded in London in 1990 we were the first media agency to offer strategic and creative planning at a time when the industry was about buying cheaply and quickly.

Our founders saw a bright future where smart thinking and clever planning could help brands grow faster than their competitors.

Over the many years that have followed we have continued to build on this defining ethic with our evolution shaped by a continual investment in thought leadership. And we continue to ensure that our capability and approach evolve in line with changes in media data technology commerce society and legislation.

Today with over 100 offices in 74 countries we continue to create remarkable campaigns that lead to remarkable growth using the extending canvas of data and technology.

Working

At Omnicom Media Group we are committed to supporting flexibility for our peoplewhile fostering collaboration innovation and teamwork. We have a hybrid working model (three days in the office two working remotely) to ensure that we meet the needs of both our people and our business balancing the benefits of in-person connections with the flexibility of remote working. Our standard working hours are 9:30 17:30 but we offer the ability to flex around core hours of 10:30 16:30 to give our people flexibility on how they manage their working day whether thats in the office or working remotely. For example you could start work at 8:30 and finish at 16:30 or start at 10:30 and finish at 18:30.

We encourage open conversations between our people and managers to help navigate high-need periods and individual circumstances. Our goal is to create an environment where people feel genuinely supported to do their best - both in their careers and in their lives outside of work.

Be Your Best

We want everyone to make the most of the opportunity to shine and showcase your talents and we are happy to make adjustments in the recruitment process so you can be your best. Please discuss any specific requirements with your dedicated Talent Team member or if you would feel more comfortable you can email us confidentially at to let us know how we can support you.

Diversity Equity & Inclusion at OMG

At OMG our vision is to be an agency where difference is valued and everyone is able to thrive in a culture of equality inclusion and belonging. We are committed to providing a truly inclusive environment that reflects todays society where everyone is able to bring their true selves to work and where diverse voices and backgrounds are valued heard and well-represented.

We will process your personal data in accordance with our Recruitment Privacy Notice which is available on Experience:

IC