Office Manager (London)

About us
At Auctane, we are united by a passion to help sellers — wherever they are, however they operate — fulfil the promises they make to consumers. The Auctane mission is to fuel commerce through exceptional delivery. We make it possible for businesses to meet the ever-rising expectations of their customers, and we make the world smaller and more accessible to consumers everywhere. Auctane brands enable hundreds of thousands of merchants to annually deliver billions of products — over $200 billion worth — to customers around the globe. And Auctane is just getting started.
Auctane is a team of shipping and software experts with a passion for helping merchants move their ideas, dreams and innovations around the globe. The Auctane family includes ShipStation, ShipWorks, ShipEngine, ShippingEasy, Stamps, Endicia, Metapack, Shipsi, GlobalPost, and Packlink. Our partners include Amazon, UPS, USPS, eBay, BigCommerce, Shopify, WooCommerce, and Walmart.
Our values
About the role
As an Office Manager at Auctane, you'll find yourself at the heart of our dynamic work environment, where your organisational expertise will ensure the smooth functioning of our operations. You'll play a pivotal role in ensuring efficiency and effectiveness across various administrative tasks, from managing supplies and suppliers to coordinating events, thereby enabling our teams to focus on their core responsibilities. Beyond the day-to-day, you'll have the opportunity to contribute to a collaborative culture, fostering positive relationships and enhancing the overall employee experience. Auctane values initiative and creativity, providing ample room for you to implement innovative solutions and make a tangible impact on our workplace environment. Join us if you seek a role where your skills are valued, your efforts recognised, and your contributions vital to the success of a thriving company. Contracted hours are 9am - 5pm Monday to Friday. The salary range for this position is £35,000 - £40,000 per annum
What you'll be doing?
Office Management Office
Managing all office related compliance; Arranging PAT testing, Risk Assessments, RAMS, and all health and safety related requirements.
Keeping all facilities in working order and where this can’t be achieved personally, arrange for suitable support through external contractors
Ensuring all staff facilities including meeting spaces are maintained and in good order.
Maintaining ongoing relationships with office contractors (Building Maintenance, Cleaning, Photocopier suppliers etc.)
Management of external suppliers and agencies as requested Reviewing contracts to ensure Auctane are getting value for money and the appropriate level of service from external suppliers
Liaise with our Site Leader and Senior Leadership team to arrange our All Hands, SLT and Customer meetings
Liaise with our Head Office to arrange our Executive Leadership Team visits.
Delight your customers - our Auctane employees are our most precious asset, and your job is to make it easy for them to carry out their responsibilities. The smooth running of the office is key to your success.
Providing on site new starter orientations Managing and booking courier requests
Ensuring the adequate provision of office snacks and refreshments.
Building Relationships
Maintaining the relationship with Building Management teams
First point of contact for the building security team
Attending tenant meetings as required
Be the first point of contact for any emergency service as well as buildings management, and keep the local team updated with any relevant information
Reception
Answering and transferring incoming calls
Monitoring our general inbox and actioning emails in a professional and timely manner
Meeting and greeting visitors, including booking in and arranging access passes for visitors and contractors. This includes providing access for our colleagues
Process deliveries
Manage and oversee local travel bookings for employees - Partner with corporate traveller, utilising Melon booking system
Meeting room management
Monitoring office footfall and updating the data log
Workplace Experience
Culture and Wellbeing
Be an ambassador for workplace culture (discover new and inventive ways to build social connection in the office)
Collaborate with the People team to organise HR led benefit spotlights/fayres, lunch and learns etc. Support employee retention and onboarding
Supporting and enhancing employee wellbeing
Events
Manage a small monthly budget for employee engagement and social events Monthly event management (on-site and social events)
Play an essential role in the London hub social committee
Create an annual calendar of employee engagement events to celebrate various inclusion dates
Global consistency - work with the global office management team to reproduce relevant engagement events to the local team
Connect with the building customer engagement team to notify our employees of up and coming building events, giveaways and updates
Communication
Weekly slack communications/updates to the UK team Using canva or other tools to advertise/promote office events, inclusion dates etc. Cross collaboration with various functions and departments and stakeholders
Health and Safety Owning all health and safety office related compliance and process to ensure a healthy and safe environment for all employees
Ensuring all health and safety compliance is fully up to date
Ensuring all health and safety notices are clearly visible and up to date
Ensuring H&S staff certifications are up-to-date
Managing first aid and fire marshall rosters and training
Overseeing the upkeep of fire equipment and any required annual checks/servicing
Managing the proper recording of accidents in the workplace via the accident process Assisting Compliance Officer with company compliance actions as and when required
What are we looking for?
Confident at leading on all office management and facilities priorities
Experienced at providing office and other administrative services to multiple departments
Ability to multi-task and switch between tasks as required to deal with immediate priorities
Self starter, takes initiative, proactive attitude
Easily picks up new systems, strong Google suite experience as well as zoom, slack. Concur, docusign
Experienced managing office related projects such as office refurbs / moves etc
Excellent time management skills
Enthusiastic & proactive attitude
Strong people-oriented person
Skillful at delighting your customers and stakeholders (our employees)
What will make you stand out?
Must have a minimum of 2 years proven office management experience
Experience in managing an office with a minimum of 60 employees
Experience in managing an office in a shared tenancy building, regularly liaising with building management
Proven workplace experience skills - employee engagement, workplace strategy, employee events
What do we offer?
Clear compensation. The salary range for this position is£35,000 - £40,000 per annum. We'll ask you about your salary expectations in the first interview to ensure we're on the same page.
Tools for the job: Auctane will provide you with all equipment you need, ensuring you can seamlessly and securely work from either the London office or the comfort of your home.
Central London location:Experience the best of both worlds and join us at our fantastic office. Immerse yourself in our dynamic and open culture. Enjoy the array of complimentary drinks and snacks, and join our monthly social activities. Our London office serves as a vibrant hub within our global community, embodying true international diversity with representatives from over 20 different nationalities, speaking 10 languages.
25 days holiday (plus public holidays).Your holiday entitlement will increase to max. of 30 days, based on your length of service(2 yrs / 27 days, 3yrs / 28 days, 4yrs / 29 days and 5 yrs / 30 days)
Company Pension: Auctane operates a contributory pension scheme on behalf of its employees, and will contribute up to 4%, providing the employee matches the contribution.
️???? Life insurance: Auctane will provide 4x of base salary. This benefit is available from the first day of employment.
Long term income protection:50% of your base salary for up to 5 years. This benefit is available from the first day of employment.
Private Medical and Dental Insurance: Both benefits are via our partner Bupa and available post probation. (Dental enrolment only occurs in May)
Personal Training Budget.We offer a generous training budget of up to £2000 per year dedicated to your professional development. Whether it's investing in certifications, attending conferences, or exploring other educational opportunities, we are committed to supporting you in enhancing your expertise. We also provide access to LinkedIn Learning. This benefit is available post-probation.
Health and Wellbeing:We have a wealth of health and wellbeing benefits available. Here’s just some of what we offer; gym membership and subsidies, 24/7 EAP, virtual GP appointments, subsidised eye care, counselling sessions, physiotherapy sessions, PT, and nutrition advice, financial and legal support. There is also an extensive resource library of podcasts, webinars and articles.
Tax-Free Childcare:You may be eligible for tax-free childcare, subject to the criteria set by the government. If successful, you can get up to £500 every 3 months (£2,000 a year) for each of your children to help with the costs of childcare.
Cycle to work scheme:Auctane offers a subsidised cycle purchase scheme, Through this scheme, you will enjoy exclusive benefits, including attractive savings and convenient payment plans. This benefit is available post-probation.
Interest-free season ticket loan:Auctane can provide an interest-free loan of up to £7,000 to purchase an annual season ticket for travel requirements. This benefit is available post-probation.
Referral Bonus: Our Employee Referral Bonus Program is designed to reward you for helping us build an even stronger and more talented team. You could earn up to £3,000, depending on the role and subject to the bonus program criteria.
Postal Services: Auctane offers 99% discount on personal shipments using Packlink.pro
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