Office Manager

We will not be accepting applications via LinkedIn. We only accept applications sent to the email address specified. Applicants must be based in London. Please read the full job description before applying. Office ManagerWe Group UK Hoxton, LondonFull time – 37.5hrs per week £32,000 to £38,000 About - We Group is the umbrella company for three divisions dedicated to providing services to the events industry: The Fair, We Are Placemaking and We Are OPS. Whether it’s an independent music festival, a live series of events or creative installations enhancing the public realm, no concept or idea is too big. We’re really proud of our work: if it’s not memorable, it’s not ours. Job Specification - Reporting to: C.O.OAs the central hub of our office, this role plays a key part in managing administration and ensuring the seamless flow of operations within our vibrant workspace. Your responsibilities will range from checks on our time management software to serving as the liaison for our external HR advisor. Your role will blend office management, HR 'staff scheduling, administrative finesse, and being the go-to person for all things office-related, you will be contributing to the cohesive functioning of our team and the success of our organisation.Please reply with your CV to  Company Event Operations (35%)Manage the team event calendar via spreadsheet, attend regular meetings, and engage with freelancers.Maintain/manage freelancer database, monitor contracts, coordinate travel/accommodation, ensure compliance as well as coordinating freelancer travel and accommodation bookings.Assist the Ops Account Director in sourcing additional freelance resource to expand and grow our database to help facilitate additional eventsEnsure compliance with data protection policies when handling employee, freelancer, and client information.Ensure all freelancers engaged on our behalf have the appropriate Insurances in place.Ensure Non Disclosure Agreements are in place where necessary for clients, prospects, freelancers and sub-contractors – note there is a requirement for these documents to be prepared within 24hours of request.Guarantee the completion of signed client contracts and quotes for seamless event operations. Act as day-to-day point of contact between Accounts Teams and CFO, including monitoring PD claims from staff liaising with Production Managers on losses and damages from events.Assist with administration of Project Budgets in Eventwise softwareSupports Production Managers in collecting payments for overdue invoices.Supports Director in managing company Pleo accounts (including top ups)Manage relationships with 20–30 suppliers, including annual meetings, contract reviews, and feedback.Manage company’s UK/US insurance policies, overseeing claims, renewal, and reviews.Company Operations, Administration & HR (45%)Weekly review of Harvest/time management software, address issues.Liaise with Team Leaders on staff flexi hours and hybrid working.Serve as the primary point of contact for the external HR advisor, ensuring effective communication and collaboration.Manage IT equipment tasks, liaise with external provider, IT Contact and update IT master sheet.Additionally updating IT master sheet with office 365 logins and Laptop / accessories.Research, adopt, and promote AI tools to the wider team.Monitor Health Shield adoption and usage. Supporting Directors and Department Heads with recruitment by placing adverts on LinkedIn or to relevant recruitment sites or agencies. Working with heads of department and senior team with arranging interviews in relevant diaries. Provide support to the team in the recruitment process, including onboarding and offboarding procedures, ensuring references are obtained.Working with heads of department to introduce new starters, completing admin duties of onboarding and inductions to the office, including organising any necessary keys/fobs etc.Investigate specific programs for employees with adjusted work requirements. Oversee various HR administrative tasks, such as managing holidays, troubleshooting, maintaining the appraisal tracker, and updating templates and arranging annual pay reviewsReview monthly Trademark infringement reports and feedback to CEO/COO.Manage the annual Team Trip (liaising with Director and CEO).Supports internal team meetings and staff events by coordinating logistics, including scheduling, room setup, agendas, and preparation of materials. Organise and facilitate team socials and volunteer days to strengthen team culture and engagement.Occasional audit of staff email to ensure WFH compliance (on request of Director or CEO).Oversees the organization’s shared Dropbox folders, including occasional audits to maintain organization, accuracy, and proper access controls.Monitor financial reports to ensure accurate and timely information for leadership and accounting purposes.Provide some administrative support to Directors, including diary management, travel arrangements, and meeting preparation. Office Management (20%)Efficiently manage incoming calls, take messages, and promptly relay information to the relevant person.Regularly review and respond to emails from the general company address (at least weekly). Maintain accounts (Harvest / Dropbox / Adobe etc) by adding/deleting entries, ensuring licenses are appropriately assigned, and promptly addressing discrepancies.Manage company subscriptions and renewals and accurate recordkeeping.Update staff billable rates in Harvest Provide support for various business processes, including the upkeep of the staff handbook. Creates internal guides and resources for employees to ensure smooth workflows and efficient office operations.Offer a welcoming environment by greeting and assisting visitors, managing meeting room logistics, and providing refreshments. Promote tidy office, liaise with building management for cleaners, organise spring cleans.Acts as primary liaison with building management for all facilities and office-related queries. Manage the office stationary requirements, whilst challenging staff on requests to ensure cost efficiencies Support with team merchandise, including inventory management.Manage any relevant trade memberships and subscriptions (IOSH, Purple Guide etc)Take charge of the office contract to ensure smooth operations.Organise annual PAT testing of relevant equipmentCheck post daily, open/deal with correspondence.Review admin systems and improve processes.Provided ad-hoc support to office team members as required.Demonstrate a genuine commitment to supporting colleagues and encouraging professional growth.Manage employee staff surveys, ensuring smooth administration and accurate data collection.Professional skillsEvents industryTakes an interest in the events industry,  apply knowledge and enthusiasm.Computer skillsMS365 (Word, Outlook, Excel, Teams, Bookings); PowerPoint/Keynote/Canva; AI notetaking (Otter.ai). Written workPrecise content, grammatically correct, and spoken English effectively, proofread, draft with HODs, compose emails, draft letters.SuppliersStay informed about current leisure and festival industry news.Keep abreast of changes in supplier contacts and update records accordingly. Maintain a comprehensive supplier database with detailed notes and comments, ensuring timely updates for the entire team. Update our Supplier guidelinesAccurately complete all purchase orders with job numbers and accurate processing. Financial skillsFinance administration Accurately handle invoicing as requiredAssist in the record keeping of the credit cards ExpensesManages the company card, including making approved purchases, tracking expenses, and ensuring accurate documentation for financial records.Able to keep records of Freelancer expenses and allocating them to appropriate jobs.Personal & Management skillsInstructions and initiativeAccurately report to line manager on achievement of tasks and successesCan approach line manager with problems as well as a solutionPrioritising and meeting deadlinesAccurate timekeepingAbility to plan aheadStrong time management skillsAbility to prioritise workloadUnderstanding the implications of deadline issues and ability to develop a solutionOrganisational skillsStrong organisational skillsExemplary efficiencyManage Senior Management Team’s expectation of workloadsBenefits of working at We Group: Hybrid / flexi working options Holiday pay (additional holiday with years served) + birthday off with pay Health Shield membershipCompany share option after 3 years’ service Ongoing Personal and Professional Development Access to workshops, training and industry events Attendance at our portfolio of festivals and eventsCyclescheme Application Process: The closing date for applications is 18/09/2025. Please apply by sending your CV and cover letter, explaining how you meet the specification to  with the subject title ‘Office Manager’. Successful candidates will be invited for an initial phone call to assess suitability, followed by a 45-minute interview in person or via Teams. There may be a requirement for a final, in-person interview with the CEO. If you would like to speak about the application process before applying, please email, or call 0203 916 6310. Applications via video or audio file will also be accepted and treated with equal consideration.  We try to respond to every applicant, including those not invited for an interview.  Equal OpportunitiesWe Group is committed to equality of opportunity and does not discriminate on the basis of age, race, religion, ancestry, national origin, sex, gender identity, sexual orientation, disability, marriage, caring responsibilities, or pregnancy and maternity. We welcome applications from deaf and disabled people. Do you require reasonable adjustments to apply or attend the interview? Please let us know by calling 0203 916 6310 or emailing .

Created: 2025-09-07