Office Co-ordinator/Manager Job in London, London Uk
The Creative group of TJX Europe functions as the main creative and advertising agency for TJX Corporate and the two retail brands TK Maxx and HomeSense. The Creative group (+20 people) moved to a 'creative' studio space in central London adjacent to the Charing Cross TK Maxx store.
This role is the central figure in the studio; a high energy and motivated individual who loves to communicate. The main functions are to provide an efficient and proactive Secretarial service to the Creative Director and act as the first port of call for visitors/vendors to the agency. Moreover, the successful candidate will work to ensure a happy, smooth and harmonious office atmosphere and must be able to multi-task, prioritize and make sound judgement calls.As the job sits within the internal advertising agency, expect a really fast pace and daily deadlines within fun, central London based creative group.
- Provide a general administrative service to the Creative Director including telephone calls, filing, photocopying and correspondence
- Open post and field calls, filter as appropriate and deal with standard queries
- Diary management for Creative Director including the setting up of appointments, co-ordination for internal/external appointments, relevant travel arrangements and itineraries, manage Creative Director's expenses
- Offer pro-active planning support to Creative Director, anticipating needs for meetings, seeking and co-ordinating information where appropriate, alerting to forthcoming deadlines
- Produce PowerPoint presentations to a high standard.
- Compile executive summaries and reports to a high standard
- Source materials/compile reports as per ad hoc requests, e.g. Books, articles, cuttings, photography etc
- Co-ordinate regular circulation of information and reports internally to management team in UK, to marketing team in Germany and with any other TJX stakeholders
- Pro-actively help manage the group well-fare: organize meetings (formal/informal), help Creative Director note people's birthdays/successes, organise celebrations, "be the person to go to".
- Provide support on ad-hoc projects within the Creative function
- Raise purchase orders for group - Managing all Purchase Order's for freelancers - liaising with Expense Payable/Agencies/freelancers/Client Services/Oracle team
- Manage GA costs and cross-reference invoices. Logging and updating sheets with all purchases and freelance bookings
- Setting up new vendors on Oracle system through HO Global Sourcing Procurement and Expense Payable
- Create financial forecasts and monthly reports for Financial Analyst
- Act as initial point of contact for the department, fielding and filtering all general queries both internal and external
- Organise office maintenance and repairs with Vinci Facilities
- Responsible for Health and Safety issues and liaising with Risk and Loss Prevention
- Liaise with IT for all equipment needs and department's issues
- Responsible for setting up freelancers, coordinating desk space and IT logins
- Work with the marketing administration team to maintain records and liaise with the other PA's in the Brand group to co-ordinate bigger events
- Organise group or department meetings as required and make all necessary arrangements including venue/room booking and providing hospitality
- Liaise with HR for any department's queries, co-ordinate department HR files, and manage new starter induction programmes
- Assist the department with phone/voicemail queries DHL services
- Answering intercom to external couriers and freelancers
- Distribute projects/tasks to other members of the department as appropriate and support other department members when necessary - e.g. booking travel for department
- Be the first port of call for printing issues - calling vendors, liaising with sub-contractors
- Supervise the office cleaner and have monthly reports meetings with cleaning company
- Organise periodic office clean-ups
- Organise and maintain office subscriptions. Order stationary and office equipment
Key Skills, Knowledge Experience
- Educated to a minimum of A-level or equivalent
- Advanced Microsoft Office knowledge (Word, Excel)
- Extensive knowledge of Microsoft PowerPoint
- Strong communication skills - both written and oral
- Good interpersonal skills and the ability to deal effectively with people at all levels
- Must be able to work in a fast-paced environment, balancing priorities and delivering to strict deadlines whilst remaining calm under pressure
- Highly organised with strong attention to detail
- Able to work on own initiative and make sound judgment calls
- Customer focused with an excellent telephone manner
- Creative inclination
- German speaker an advantage, but not a must
- Candidate should expect to be flexible around working hours.
September 19, 2009
• Tags: London Uk, Manager Job in London, Office Co-ordinator • Posted in: General