Manager, Operations na Authentic Brands Group

What You’ll Do 

As Operations Manager, you will be responsible for maintaining a safe, efficient and well organised operating environment for all EMEAI employees, including those based at our two London offices, as well as remote working employees across the region in India, Africa, Germany, the UAE, France and Israel. This position reports to the EVP, Operations (US based) and will work closely with the EMEAI senior leadership to ensure all workplace business needs are appropriately met across the region.  To be successful in this role, the ideal candidate will be efficient and well organised and will have the ability to multi-task and work in a fast-paced environment.  You will be a team-player and a strong communicator who takes the initiative to resolve operational challenges and improve processes.  

What You’ll be Working on 

Facilities Management 

• Cultivate a close relationship with the landlord, building manager and managing agent to resolve problems in a quick and efficient manner with minimal disruption to the operation of the business.
• Manage office-related vendors and where possible, identify areas to improve cost efficiencies.
• Responsible for Travel Agency relationship and assist in securing negotiated hotel rates for our employee needs across the region.
• Manage the Health & Safety requirements for the office and liaise with third party H&S providers to ensure all polices and fire regulations are being met for the safety of all staff and visitors. Ensuring regular updates and reviews are being followed.
• Assume a lead role in managing office emergencies including during evenings and over weekends. 

Workplace Management 

• Ensure floorspace and seating plans are effectively managed and in conjunction with People & Culture ensure the office seating layout is optimised.
• Maintain meeting room diaries in Outlook and Appspace and provide support to organise/run meetings and events as requested by leadership and executive support.
• Take ownership for the appearance of all common areas and have a pro-active approach to identifying possible future maintenance or office design needs.
• Oversee and maintain office equipment for uninterrupted function. 
• Identify and fulfill office supply needs in relation to stationary, equipment, snacks and drinks, as well as other office needs.
• Manage the EMEAI Operations budget; ensuring accurate tracking of spend and timely payment of vendors.
• Develop office policies and procedures and ensure they are implemented properly, particularly for the International remote workers to ensure they are clear about their provisions and process.
• Manage office access and security, working closely with the building reception team to ensure security clearance and visitor pass management.
• Maintain strong cross-functional relationships with teams such as IT, Finance and People and Culture – acting as the main point of contact for all things related to the workplace.
• Responsible for reconciling the office credit card on a monthly basis. 
• Bring new ideas and improvements to the operations of the EMEAI region to elevate the workplace experience such as maximise space, resources and technology.
• Ensure remote employees are well supported and have clear guidelines for how they access resources for appropriate workspaces and equipment.

Employee Support 

• Provide ongoing support to staff throughout the workday, ensuring colleagues have the resources and a comfortable environment to do their best work. 
• Work with the People and Culture team to support in the execution of in-office events, designed to enhance employee engagement. 
• Work with the People and Culture and IT teams, to facilitate new starters on their first day, ensuring they have the information, equipment and supplies needed to perform their role.
• Work with different internal departments to support in-office events.
• Provide effective communication to employees on any upcoming matters relating to the workplace ie: building works, equipment malfunctions etc.
• Manage the booking of corporate travel for all employees, including flight and accommodation arrangements, in tandem with our external booking agent.
• Provide training to employees on how to book travel via agency and how to book meetings using Appspace.
• Partner with People and Culture team and Operations team in New York to ensure proper communication and escalation as needed.

 
Must Haves 

• 5+ years of office management experience 
• Ability to operate effectively and efficiently in a fast-paced environment 
• Excellent communication skills both verbal and written and an ability to manage pressured situations in a calm manner
• A self-starter who can provide premium level customer service
• Excellent attention to detail and underpinned by exceptional organisation skills and an eye for detail
• Must be energetic, highly motivated and able to multi-task  
• Must take ownership of tasks and be able to see things through to completion without supervision 
• Be practical and hands-on with tasks when required - a resourceful problem-solver with the curiosity to learn 
• Excellent written, interpersonal and communication skills  
• Advanced computer skills and experience using email tools and online platforms (Box and Microsoft Teams). Experience with Appspace is helpful.
• Proficiency in Microsoft Office, with aptitude to learn new software and systems