Office Manager

LOCATION: Nyetimber Group London office – 5 days in the office p/w

REPORTS TO: Head of Finance – Nyetimber

Responsibilities

Office Management

• Develop and implement office policies that align with Nyetimber’s luxury brand and operational goals, focusing on innovation, sustainability and efficiency.
• Ensuring that the London office is impeccably presented and is reflective of Nyetimber’s luxury aesthetic standards.
• Independently manage the daily operations of the office, pre-empting any problems that may arise and proactively addressing any that do, to ensure a seamless and efficient working environment.
• Front of house – being the first point of contact for incoming calls, guests and visitors ensuring they are given a warm welcome and dealt with in a professional and timely manner, thereby enhancing the perception of Nyetimber and reinforcing its reputation and professional image.
• Responsible for managing post, on behalf of all staff, and dealing with couriers collecting or delivering parcels.
• Day to day management of external contractors, including the Office Cleaner, Handyman and other facilities maintenance suppliers.

Project Management

• Lead high-impact projects, such as interior design projects or renovations where necessary, managing stakeholders, timelines and budgets with precision.
• Responsible for creating and maintaining robust project plans and ensuring that cost, quality, time and benefits realisation is controlled and achieved.
• Coordinate project resources and stakeholders, including team members, vendors, and clients.

Senior Management Team Support

• Organising travel arrangements, including itineraries, flights, accommodation and transport when required.
• Scheduling and coordinating meetings.
• Handling sensitive information with discretion, including managing confidential documents.

Out of Hours Support

• Being available to respond to urgent calls and emails from key stakeholders outside of standard working hours.
• Maintenance and facility issues – coordinating with maintenance staff or contractors to handle urgent repairs or facility issues that rise outside normal business hours, such as plumbing leaks, electrical failures etc

Other Duties

• Coordinate with the Head of Finance, regarding IT support, budget management and expense tracking for office and facilities-related costs.
• Champion the company culture by organising team-building initiatives and maintaining a workplace aligned with Nyetimber’s values and luxury standards.
• Serving as a trusted advisor to senior leadership on office strategy and improvements.
• Oversee health and safety compliance, implement contingency plans for emergencies, and manage risks to ensure a secure and seamless office environment.
• Liaise with the HR team to ensure comprehensive onboarding, including coordinating company induction tours for new starters.
• Foster a positive and collaborative work environment, promoting Nyetimber’s company values and culture.
• Undertake such other duties commensurate with the responsibilities of the role and any other reasonable management request.

Key Skills & Experience

• Experience working as an Office Manager, or a similar role.
• Well-presented individual, with a keen eye for aesthetic.
• Excellent interpersonal skills with a high degree of discretion, integrity and professionalism, always ensuring confidentiality.
• Outstanding communication skills (verbal and written).
• Excellent knowledge of general administration procedures.
• Highly efficient in resource planning, budget management and task assignment.
• Driven attitude, always acting in the best interests of the organisation.
• Ability to work under pressure, cope with conflicting priorities and meet deadlines.
• High level of resourcefulness and independence, having the ability to always solve problems using own initiative.
• Receptive to change, resilient and adaptable.
• Excellent understanding of Microsoft Office software, specifically Word, Excel, PowerPoint and Outlook.

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