Office Manager (Operations).

Full-time or part-time: £18,000 to £22,000 depending on experience

Closing date: CLOSED

Introduction.

We are looking for an Office Manager, dealing with day-to-day operations of our business, to join our team based in Cardiff. This is an exciting role in a fast-paced agency environment, where you’ll be helping our management team to stay organised and keeping us on top of administrative tasks and compliant with data protection laws and security. As a small but fast-growing team, with an additional bank of freelancers, we’re hiring for this role to help take us to the next stage of growth and to stay on top of administrative tasks.

The position is full-time at 5 days per week, with an option for part time for the right candidate, paid a salary between £18,000 to £21,000 depending on experience.

The role will initially report to the Managing Director, as well as our management team in design and development. The Office Manager role has been created to help ease the strain on our MD for keeping up with business operations and administration.

Work times are flexible and negotiable.

You are entitled to 28 days holiday per year, including Bank Holidays.


On-the-job learning.

Below are some of the learning attitudes that we require you to have as part of your role:

  • Nobody knows everything and so we’re looking for individuals who are hungry for knowledge and growth, but who are willing to go in search of that knowledge for themselves. Studying, trying new things and not being afraid to break and fix things are vital traits to keeping good pace in a digital world that is changing by the day. We don’t just want to be an agency who are catching up with the trend, we are thought leaders who are working ahead of the curve. Not as essential in an Office Manager role as much as a developer, but to have a great understanding of our business and our routes to growth will make your work so much more successful.
  • For the Illustrate team it’s not all just about the technical elements. We’re looking for individuals who are willing and ready to understand the needs of our clients so we can provide a tailored service with the best possible design & development. Be ready to not only organise and plan, but also make suggestions on how to improve what we’re offering.


We expect you to:

  • Have experience with office management, administration or business operations.
  • Know how to meet deadlines and handle expectations.
  • Be a very organised, self-sufficient individual – the MD must be able to rely on you highly.
  • Be enthusiastic about digital/agency environment.
  • Be self-motivated and have a strong personal drive to deliver quality.
  • Quick and keen to learn, as well as to implement new processes. We love change!
  • Be approachable yet assertive, able to communicate with the team and clients.
  • Be clear and frequent in giving updates and feedback to the management team, as well as communication and explanations to clients.
  • Not necessarily stick to normal 9-5 hours.

What you’ll be responsible for:

  • Dealing with all incoming calls and general enquiries to the business.
  • Meeting and greeting of all visitors, helping them to feel welcome and at ease.
  • Keeping the management team organised, setting and preparing meetings.
  • General upkeep of the office and growth-related tasks, such as sourcing and hiring contractors and suppliers to improve the office environment.
  • Sourcing and booking quality freelancers in UX design and development, as well as collating invoices from these suppliers and assigning value to appropriate projects.
  • Implementing and maintaining our CRM system to keep client details in place.
  • Supporting the MD with administrative tasks, emails, agendas and account-related tasks.
  • Keeping a watchful eye on health & safety, employment contracts,
  • Upkeep of our GDPR and other data protection policies and standards.
  • Improving our security standards across the business.


Your skills and experience:

  • Good personal skills and telephone manner.
  • Proven administrative or office management experience.
  • Comfortable with Apple Mac and easily adaptable to mastering softwares including G Suite by Google.
  • Excellent communication skills.
  • Highly organised as a person.
  • An understanding of how a digital agency runs.
  • Comfortable at being challenged to research and learn new things.
  • Strong attention to detail and dependability.


About Illustrate Digital.

Illustrate Digital is a web development agency based in Cardiff Bay, with additional remote team members based in the UK. We specialise in design and development for WordPress and have worked hard to bring on board brilliant clients who provide us with regular, enjoyable projects and challenges. As an experienced and passionate team we are looking for the best for our clients and each other. At the heart of Illustrate you’ll find a strong, diverse, multicultural team who love nothing more than to push each other forward, so expect a friendly and challenging environment.

 

Benefits.

We have a creative, flexible and growth-centred environment where you will be able to continuously develop. You’ll be working with Apple Computers and on project management and communication tools that we’ve not shied away from investing in. As an agency we provide a company pension, flexible hours, subsidised conference tickets & travel for WordCamps, annual team events and free beer Fridays!

How To Apply

Please submit an up-to-date and relevant CV to us, alongside an introductory letter explaining how you think you would fit into the role. Please be honest and write openly about who you are – we’re looking for people with great character and we value this more highly than great skill (it’s still important though, of course).

You can submit your CV and introductory letter/message to us by email: [email protected]

You should hear back from us within 2 working days to confirm we’ve received your email. If we don’t get in touch, please call us on 02921 961661 to confirm that we’ve received it.