Officer Manager & Digital Support

Job description

Job title: Office Manager & Digital support

Report to: Finance Director

Salary: 28-36k depending on experience

Working hours: 9:00 am to 5:00 pm Monday to Friday. Please be aware that you will need to be flexible in your working hours due to events and meeting contractors etc but time will always been given back

About D&AD

D&AD is a not-for-profit creative organisation that stimulates enables and celebrates creative excellence through world-class awards masterclasses inspirational content events and new talent programs.

Youll participate in a company culture that fosters creativity collaboration equity and innovation with an active social calendar wellness program DEI initiatives and professional development support.

The Role:

This is a varied split role combining office management and digital support. You will act as the front of house lead maintaining high standards across reception and the workplace ensuring a welcoming and well run environment for all staff and visitors.

Alongside this you will support the digital team with tasks such as data cleansing website updates and liaising with our outsourced IT provider to ensure staff receive the support they need.

Office Manager

• Ensure and maintain the standards required of a front of house reception and the company premises to ensure it is well presented at all times and make suggestions for improvements.

• Opening and closing of the office and setting the alarm etc and in absence making alternative arrangements.

• Carry out building walks to ensure the building is clean and tidy and there are no hazards or damaged items every Monday and daily if possible.

• Meet greet and welcome our guests and deal with any enquiries and ensure the reception area is manned at all times and the phone is answered promptly and courteously.

• Maintain order and stock up on office supplies kitchen food and beverage bathroom etc.

• Supervision of all building and facility matters and contractors.

• Work with Peninsular (H&S provider) to ensure the office complies with all aspects of health and safety at all times and the health and safety policy is reviewed and updated.

• Ensure we have trained fire wardens and first aiders and that regular fire checks and first aid kit checks are undertaken.

• Manage the following third-party liaisons to ensure delivery of a quality service: cleaners computer suppliers insurers office security telephones keyholder alarm security shutters fire alarm aircon pest control H&S sanitary recycling sewers utilities photocopier coffee maintenance and lift suppliers etc.

• Supply and manage resources to employees laptops and other equipment keeping an accurate record of company property issued and ensuring collection upon leaving.

• Sort and distribute incoming post and deliveries to the relevant party and in a timely manner.

• Using the Neopost franking machine for all post and keeping supplies up to date.

• Ensure office equipment is maintained and repaired quickly in case of problems (e.g. photocopier franking machine electrical appliance coffee machine)

• Assist in looking after any general enquiries inboxes and respond accordingly.

• Work closely with teams across the business and if applicable provide support with sales and product to ensure all email output is accurate and on brand.

• Undertake any other duties as reasonably required to support the needs of the business.

Digital

IT responsibilities

• Management of IT inventory (laptop and technical equipment)

• Day to day liaison with D&ADs IT MSP ITRM (weekly calls escalation of support tickets)

• Coordination of staff joiner & leaver process

• Ownership of IT support maintenance & software licensing budget

• Oversight of IT software licenses (ensuring the correct licenses are assigned and billing is correct)

Website maintenance

• Website content population & supporting the Website Manager with their day to day duties

• Be actively involved in SEO efforts (keyword image optimization etc.)

• Support with migration of archived media assets into the Digital Asset Management System (DAM)

Data cleansing

• Maintain contact company and deal records in HubSpot to ensure data quality and consistency

• Support the setup and testing of workflows marketing emails forms and lead nurturing automations

• Assist in building and managing contact lists smart lists and segmentation criteria for targeted outreach

• Help with data imports deduplication and enrichment using HubSpot tools (and occasionally spreadsheets)

• Run and distribute standard reports or dashboards to support campaigns KPIs and team insights

Skills and experience

• Previous experience in office management or similar role

• Strong customer service skills with a friendly approachable manner

• A confident people person with the ability to build relationships across teams

• Flexible and adaptable approach to working hours and responsibilities

• Good IT skills including experience with google suite

• Proven experience using a CRM platform preferably HubSpot or similar.

• Health and safety knowledge desirable

• Ability to juggle and prioritise workload

• Excellent communication skills both written and verbal

• Strong organisational skills with the ability to prioritise and manage a varied workload

• Proactive and the able to work independently using own initiative
  

D&AD is committed to diversity equality equity inclusion and respect for all. Providing a work environment in which all employees are treated with fairness respect and dignity and which is free of discrimination victimisation bullying and harassment. At D&AD we are interested in every individual bringing their Whole Self to work and this includes you! Please email to let us know if you need any reasonable adjustments to be made for any part of the recruitment process.

In order to comply with the Prevention of Illegal Working Immigration Asylum and Nationality Act you will need to provide appropriate documentation that proves that you are eligible to work in the UK.

Due to the number of applications we receive we regret that you will not be contacted unless you are shortlisted for an interview. If you have not heard from us within three weeks of the closing date of your application you should assume that you have not been successful on this occasion.

Our privacy statement can be viewed on the D&AD careers page.