Office Manager

Job Summary

Reports to: HR Manager, North America

Internal: Time Out Group

Company Overview

Time Out is, and always has been, your best friend in the city. It all began in London in 1968 and has consistently maintained its status as the ‘go to’ source of inspiration for both locals and visitors alike. Today, we are bringing our hunger for discovery and our honest voice to over 100 cities in 39 countries all over the world, reaching a global monthly audience of 137 million. We are proud to say that we are now the leading global media and entertainment business that inspires and enables people to make the most of a city. If you want to know about food, attractions, art, culture, shopping, nightlife and travel, then Time Out is your social companion.

Everything we do helps people discover, book and share what the world’s cities offer. From our powerful content and top-quality curation to the products and selected offers that can be booked directly with us, special offers for city dwellers, the solutions for partners to connect with our audience, or the imagination of our Live Events – no one knows the city like us. Our global presence includes a massive online presence, mobile applications, city magazines, guides and more. Now Time Out Market is taking that to the next level, bringing the best of a city together under one roof in Lisbon, and in other cities around the world soon.

In June 2016, Time Out Group was listed on London’s AIM stock exchange, raising investment to position the company for the next stage of its growth and development. It’s an exciting time as we’re transforming this iconic brand into a digital, transactional business and continue to shape the future of the city experience for both locals and visitors.

Time Out is a dynamic, pioneering brand and so is our team. We want to work with the best and brightest talent because we work for the world’s greatest cities, the people enjoying them and the businesses in them. As a truly global team we get to collaborate with colleagues from New York to Paris, Sydney and beyond. We’re all driven by our passion to deliver the very best of the city experience and by our belief in the power of discovery. It’s our integrity, passion, curiosity, creativity and openness that make us successful and a unique team.

Responsibilities and Duties

Key Responsibilities

• Serve as the point person for office manager duties including: Maintenance; Mailing; Supplies; Equipment; Bills; Errands; Shopping
• Develops processes to improve overall office operations i.e. office emergency plans, shipping procedures, maintenance requests, etc.
• Responsible for implementation of Health and Safety and Fire Prevention compliance
• Ensuring health and safety regulations are adhered to. Carry out annual risk assessments
• Carry out thorough Assessments on individuals or small group demos on request
• Researches new technologies and alternative methods of efficiency in the office
• Serves as the liaison between the building staff and Time Out.
• Manages all office vendor accounts; ensuring cost-efficiency.
• Supports all North American offices for general resources and systems –contracts, vendors, invoices, special supplies, leases etc.
• Coordinates promotional materials to promote Time Out activities – Fiesta Friday, game days, wellness fairs, catered events.
• Initiates all office-related communication; verbal & written.
• Provides administrative support to onsite Executive team.
• Supports HR team on special projects: Phone Screens, reference checks, invoice lists etc.
• Oversees the guest experience and ensures a personal, friendly experience.
• Manages all weekly kitchen and office supply orders.
• Act as a gatekeeper while handling incoming calls and receiving guests, courteously providing and receiving information.
• Create event folders to facilitate catering
• Distribution of Eye Care vouchers on request
• Dealing with all office upkeep/refurbishment matters, first point of contact for the building manager and on-site contractors,
• Coordinating facilities driven projects
• Organizing the office layout for internal moves and any future fit out or office move plans
• Partner with HR to update and maintain office policies as necessary
• Coordinate with IT department on all office equipment
• Ensure that all items are invoiced and paid on time
• Manage contract and price negotiations with office vendors, service providers and office lease
• Manage office G&A budget, ensure accurate and timely reporting
• Provide general support to visitors
• Assist in the onboarding process for new hires
• Address employees queries regarding office management issues (e.g. stationery, Hardware and travel arrangements)
• Liaise with facility management vendors, including cleaning, catering and security services
• Plan in-house or off-site activities, like parties, celebrations and conferences

Qualifications and Skills

Qualifications and essential skills

• 5-7 years’ experience in office administration.
• Strong written and verbal experience.
• Experience with managing contracts, leases, and vendor relations.
• Great problem solver and multi-tasker.
• Ability to create a bright and creative office environment using different resources.

Education

• Must possess a Bachelor’s degree.

What we look for in a candidate

Time Out is a company filled with individuals as diverse as the cities we live in and cover. At the same time there are common characteristics we all share. To join our team you’ll want to…

• Be commercially astute
• Either have experience at or want to dive headfirst into a fast-paced digital-first company
• Think globally
• Have excellent communication and relationship building skills
• ave a high sense of ownership, urgency and drive
• Be a team player

Culture Fit

At Time Out Group we believe in diversity and equal opportunity for all people. We do not discriminate against external or internal candidates on the basis of age; disability; gender reassignment; race; religion or belief; sex; sexual orientation; marriage and civil partnership; and pregnancy and maternity. We believe that diversity develops creativity and enables personal and professional growth where we all learn from each other. We believe in an open culture where ideas are shared candidly and where there is no fear of failure, but rather an understanding that we must experiment and have the freedom to succeed. We believe that everyone has the right to express themselves as they are as this enriches us all. We believe in an open world and the pursuit of happiness, after all, we are in the happiness business.

Job Type: Full-time

Education:

• Bachelor’s