Job Description
Job title: Office Manager & Digital support
Salary: £28-£36k depending on experience
Working hours: 9:00 am to 5:00 pm Monday to Friday. Please be aware that you will need to be flexible in your working hours due to events and meeting contractors, etc, but time will always be given back.
About D&AD: D&AD is a not-for-profit creative organisation that stimulates, enables and celebrates creative excellence through world‑class awards, masterclasses, inspirational content, events and new talent programmes.
You’ll participate in a company culture that fosters creativity, collaboration, equity and innovation, with an active social calendar, wellness program, DEI initiatives and professional development support.
Report to: Finance Director
The Role
This is a varied split role combining office management and digital support. You will act as the front of house lead, maintaining high standards across reception and the workplace, ensuring a welcoming and well‑run environment for all staff and visitors.
Alongside this, you will support the digital team with tasks such as data cleansing, website updates and liaising with our outsourced IT provider to ensure staff receive the support they need.
Office Manager Responsibilities
- Ensure and maintain the standards required of a front‑of‑house reception and the company premises to ensure it is well presented at all times and make suggestions for improvements.
- Opening and closing of the office and setting the alarm and, in absence, making alternative arrangements.
- Carry out building walks to ensure the building is clean and tidy and there are no hazards or damaged items, every Monday and daily if possible.
- Meet, greet and welcome our guests and deal with any enquiries and ensure the reception area is manned at all times and the phone is answered promptly and courteously.
- Maintain, order and stock up on office supplies, kitchen, food and beverage, bathroom etc.
- Supervise all building and facility matters and contractors.
- Work with Peninsular (H&S provider) to ensure the office complies with all aspects of health and safety at all times and the health and safety policy is reviewed and updated.
- Ensure we have trained fire wardens and first aiders and that regular fire checks and first aid kit checks are undertaken.
- Manage third‑party liaisons to ensure delivery of a quality service: cleaners, computer suppliers, insurers, office security, telephones, keyholder, alarm, security, shutters, fire alarm, aircon, pest control, H&S, sanitary, recycling, sewers, utilities, photocopier, coffee, maintenance and lift suppliers etc.
- Supply and manage resources to employees, laptops and other equipment keeping an accurate record of company property issued and ensuring collection upon leaving.
- Sort and distribute incoming post and deliveries to the relevant party and in a timely manner.
- Use the Neopost franking machine for all post and keeping supplies up to date.
- Ensure office equipment is maintained and repaired quickly in case of problems (e.g. photocopier, franking machine, electrical appliance, coffee machine).
- Assist in looking after any general enquiries inboxes and respond accordingly.
- Work closely with teams across the business and, if applicable, provide support with sales and product to ensure all email output is accurate and on brand.
- Undertake any other duties as reasonably required to support the needs of the business.
Digital Responsibilities
IT Responsibilities
- Management of IT inventory (laptop and technical equipment).
- Day‑to‑day liaison with D&AD’s IT MSP, ITRM (weekly calls, escalation of support tickets).
- Coordination of staff joiner & leaver process.
- Ownership of IT support, maintenance & software licensing budget.
- Oversight of IT software licenses (ensuring the correct licenses are assigned and billing is correct).
Website Maintenance
- Website content population & supporting the Website Manager with their day‑to‑day duties.
- Be actively involved in SEO efforts (keyword, image optimisation etc.).
- Support with migration of archived media assets into the Digital Asset Management System (DAM).
Data Cleansing
- Maintain contact, company, and deal records in HubSpot to ensure data quality and consistency.
- Support the set‑up and testing of workflows, marketing emails, forms, and lead nurturing automations.
- Assist in building and managing contact lists, smart lists, and segmentation criteria for targeted outreach.
- Help with data imports, deduplication, and enrichment using HubSpot tools (and occasionally spreadsheets).
- Run and distribute standard reports or dashboards to support campaigns, KPIs, and team insights.
Skills & Experience
- Previous experience in office management or a similar role.
- Strong customer service skills with a friendly approachable manner.
- A confident people‑person with the ability to build relationships across teams.
- Flexible and adaptable approach to working hours and responsibilities.
- Good IT skills including experience with Google Suite.
- Proven experience using a CRM platform, preferably HubSpot or similar.
- Health and safety knowledge desirable.
- Ability to juggle and prioritise workload.
- Excellent communication skills both written and verbal.
- Strong organisational skills with the ability to prioritise and manage a varied workload.
- Proactive and able to work independently using own initiative.
D&AD is committed to diversity, equality, equity, inclusion and respect for all. Providing a work environment in which all employees are treated with fairness, respect and dignity and which is free of discrimination, victimisation, bullying and harassment. At D&AD we are interested in every individual bringing their ‘Whole Self’ to work and this includes you! Please email vanessa.knight@btinternet.com to let us know if you need any reasonable adjustments to be made for any part of the recruitment process.
In order to comply with the Prevention of Illegal Working, Immigration, Asylum and Nationality Act, you will need to provide appropriate documentation that proves that you are eligible to work in the UK.
Due to the number of applications we receive, we regret that you will not be contacted unless you are shortlisted for an interview. If you have not heard from us within three weeks of the closing date of your application you should assume that you have not been successful on this occasion.
Our privacy statement can be viewed on the D&AD careers page.
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