Office Manager | London

Office Manager | London For over 35 years, Aesop has carefully cultivated an inspiring and inclusive environment in which our employees are supported and encouraged to thrive. As a global retail organisation, we offer professional development and advancement opportunities to complement career goals and aspirations. Our approach to skin care involves meticulous attention to detail, using only the most efficacious ingredients to create formulations which stir the self and senses. The same meticulous approach is taken during our recruitment process, seeking out considered and inspired individuals with a wealth of perspectives who bring out the best in themselves and others. We aim to strike the right balance between people, planet and profit, actively reducing our footprint on the planet that generously sustains us. So far, this journey has led us to become a certified B Corp. We are committed to building a more sustainable and inclusive society. Role Purpose This role will report to the Head of HR and act as a key point of contact for managing daily office operations, ensuring a seamless and efficient office experience. They will provide an efficient, streamlined, and highly professional office environment with general support to the teams including facility management, corporate travel, wellbeing, and employee experience. Generally provide an excellent level of customer service both internally and externally and to ensure the London Office operates effectively and efficiently and is positioned to cater for ongoing growth. Ensure that the Aesop culture and brand guidelines are adhered too throughout the office. The role requires someone with superior communication skills, outstanding attention to detail, adherence to the highest standards and an ability to foster excellent relations with others. Additionally, the position will oversee two office coordinators, providing guidance and support in their roles. This is a full time position, office based, Monday to Friday. Role responsibilities include, but not limited to – Main Responsibilities Implementation and maintenance of office procedures and policies to ensure the office runs smoothly, efficiently, and professionally including sourcing of office materials and suppliers, postage and couriers, maintaining hardcopy and electronic filing and managing the reception functions. UK Office maintenance – ensure all physical aspects of the office are appropriately maintained, repaired and upgraded where applicable. Ensuring OH&S standards are met in the UK office including the preservation of the building and staff security needs. Development and maintenance of rigorous processes which reliably store company intellectual property in a manner which adds value to the company including developing an understanding of the requirements of various departments including Marketing, Logistics, Finance, HR and IT. Coordinator of all internal communication including facilitation of monthly meetings and Retail meetings as well as annual events such as Christmas and Summer social gathering. Assist in the induction and training of new staff in office protocols and ensuring such protocols are maintained in the office. This full-time role will involve fostering close working relationships with all divisions of the London office and beyond. Management of Entertainment, Travel and Gifting Budget throughout the European based offices. Mentor European office teams Management Assistance Analyse effectiveness and efficiency of the office admin function on a regular basis and ensure that future strategies and plans are progressively more effective and efficient. Provide HR leadership team with monthly attendance reporting. Ensure cascade internal communications through to London teams. Reception and Administration Ensure the reception is manned during the hours of 8 to 6. Maintenance of meeting rooms to required standards. Greet, record and host visitors demonstrating company standards. Manage and record deliveries to the building. Appropriate music is playing at all times. Seasonal flowers throughout the office Stationary storage and communal office machine areas are tidy. Stock levels of kitchen, bathroom and general office stationary are managed and ordering is conducted weekly or as required. Adequate levels of post office supplies including stamps, mail tubes, express post bags/satchels are maintained. Incoming and outgoing mail. Manage the global Travel platform. Maintain office Building Team relationship. Carry out all errands external to the UK office including sourcing of materials and suppliers. Assist in ensuring company confidentiality is maintained by monitoring and restricting unauthorised access to hardcopy, electronic documents, working samples and other sensitive material. Maintain an effective and organized filing system for all documentation and isolate sensitive legal documentation in the secure filing cabinet. Keep a rolling inventory for the stock holdings in the office. Keep the yearly calendar updated and to provide itineraries for international guest visits where necessary. Maintain details of staff birthdays, purchase and arrange delivery of gifts for special events. Develop communication tools to recognise and announce significant events and milestones within the business such as store openings, new subsidiaries and the launch of new products and work with ED to announce new starters. Office Culture Ensure office opening and closing procedures are undertaken each day and that the general Aesop nature of the offices is maintained. Coordinate suppliers to the office (cleaner, security, stationary, kitchen and bathroom supplies, couriers, catering, etc.) Manage stock levels of kitchen, bathroom and general office stationary and ordering as required. Update Kitchen Screens with current company campaigns and store openings Project Management office enhancement projects General Office Etiquette Team Involvement and Support Assist in maintaining harmonious workplace relationships by openly and effectively communicating with other employees Be an active team member by demonstrating a willingness to help and support others Work in a cooperative manner with all other employees Adhere to the Equal Opportunity policy of the company Health and Safety Ensure that full care is taken in the performance of all duties in order to protect the health and safety of oneself, fellow employees, visitors and consultants Adhere to the Occupational Health and Safety policy of the company Conduct and Manage Fire Risk Assessments and Occupational Health Risk Assessments Manage Emergency Evacuation Plan Assure adequate number of Staff trained as Fire Wardens and Emergency First Aid Manage incident reporting What we are looking for Open mindset and deep curiosity seeking to understand others, listen without judgement and act on diverse perspectives Commitment to fostering an inclusive and psychologically safe work environment Strong written and communication skills with proven experience in the compilation and implementation of office procedures and policies. Demonstrated ability to implement new policies with leadership qualities which transition positive change amongst colleagues. Touch typing with a good command of Microsoft office tools Word, Excel and PowerPoint to effectively task manage and support the Management team. Highly practical problem solving with ability to work tasks and projects to completion within set timeframes. Confident in proactively presenting and escalating ideas, improvements and problems to the key stakeholders in a manner which ensure continuous improvement. What on offer We take a holistic approach to employment, promoting professional development, career growth, employee wellbeing initiatives and encouraging deep connections with the local community through the Aesop Foundation, volunteering and matched giving programs. Employee benefits include - Generous product discount allowance and bi-annual complimentary product allocation Paid volunteering allowance for all employees Bonus opportunity based on personal, and business, performance Suite of options to aid development, including complimentary access to LinkedIn Learning, in-house Product and Core skills training and study support opportunities Access to employee assistance programmes, complimentary subscription to Headspace mindfulness app and summer hours options. Aesop is committed to attracting, developing and retaining the very best people by offering a creative and inclusive workplace where talent is truly recognised and rewarded. We are committed to promoting inclusion for all with the belief that diversity, inclusion and belonging plays an important role in the success of our organisation. We actively encourage everyone to consider becoming a part of our journey. #LI-Hybrid Aesop was established in Melbourne in 1987. Our objective has always been to formulate skin, hair and body care products of the finest quality; we investigate widely to source plant-based and laboratory-made ingredients, and use only those with a proven record of safety and efficacy. In each of our unique stores, informed consultants are pleased to introduce our range and to guide your selections. Alongside our commercial activities, we explore and support the arts as an avenue through which to inspire, learn and communicate. We are headquartered in Melbourne, and have offices and stores in many parts of the world, including New York, London, Paris, Tokyo and Hong Kong. Aesop is committed to attracting, developing and retaining the very best people by offering a creative and inclusive workplace where talent is truly recognised and rewarded. We are committed to promoting inclusion for all with the belief that diversity, inclusion and belonging plays an important role in the success of our organisation. We actively encourage everyone to consider becoming a part of our journey.