Office Manager (12 Month FTC)

About TBWA\Media Arts Lab 

TBWA\Media Arts Lab is the exclusive global advertising agency dedicated to Apple. Our mission is to create smart, simple, and iconic work that transforms business and shapes culture for one of the world's most iconic brands.

Summary

Reporting to the HR Director, with a dotted line to Finance, our Office Manager will be the heartbeat of our UK office. You’ll help shape not just how our office operates, but how it feels ensuring it’s organised, welcoming, secure and a place people genuinely enjoy coming to.

This role offers real breadth: from office development and budgeting to travel coordination, supplier management, and supporting People initiatives. You’ll work closely with senior leaders and colleagues across the business, acting as a trusted go-to person and ensuring everything behind the scenes runs smoothly.

If you’re proactive, solutions-focused and take pride in creating brilliant working environments, you’ll thrive here. It’s a role with impact, visibility, and the opportunity to help shape our office.

The Work

Responsibilities will include:

Local & International office development:

• Office fit outs for expanding global network offices e.g., new office floor plans
• Overseeing all security fit outs and being first point of contact for local offices
• Work with local office managers on ad-hoc projects
• Ensure that EMEA & MET local offices are keeping to MAL standard operating procedures
• Ensure consistency between regions and offices on their operational approach
• Organise relevant training for local office teams where necessary
• Maintain all documentation and distribute to teams as required
• Key approver for change requests

Overseeing London office management: 

• Liaising with senior management on recommendations in relation to layouts, furniture, fittings, and future planning for the office
• Working with creative teams to design office space
• Supervision of all day-to-day administrative activities
• Weekly status meeting with Cardinia Facilities Manager and Greeter to discuss and update on maintenance status
• Manage the Office Administrator, ensuring that their development and progression is being focused on and that the team is delivering a best-in-class service
• Being point of escalation of any Greeter responsibilities when necessary
• Manage supplier accounts for the office
• Manage the office budget
• Partner with the HR team to support company wellness programmes
• Being aware of all office changes & moves as well as progress status, issues, delays, and concerns
• Submit any information regarding contractor and vendor annual performance reviews.
• Conduct contractor vetting for on-site workers
• Ensure building and company policies are up to date with current law and legislation

Office Planning and Development:

• Space planning & circulation charts, 2-D + 3D drawing for long-term expansion needs
• Building services layouts, HVAC, M+E, Lighting
• Analyse competitive proposals/estimates on materials, labour, equipment, and furniture
• Organise and manage renovation and construction of new office space
• Prepare contract tender documents for prospective contractors
• Liaise with contractors on agreed works
• Attend regular site meetings
• Co-ordinate office moves when needed

Security:

• Partner with the International Security Manager to receive ongoing security training to ensure awareness and understanding about client and internal security obligations
• Oversee security of our office premises, including access control, surveillance systems and visitor management
• Collaborate with the security team to address any security concerns or incidents
• Partner with the security team act as a point of contact for any office security incidents and take action to mitigate risk and prevent reoccurrence
• Deliver security training to all new contractors who have access to our office before they can work onsite

Health + Safety:

• Health and Safety responsibility of office and overall building
• Reporting: Providing timely reports on the property performance to evidence ongoing compliance
• This will be key to aligning with our Health & Safety strategy, driving performance, and finding opportunities for improvement as well as supporting decisions made based on data analytics
• Partner with Omnicom Health + Safety advisor to ensure all paperwork is updated and the required training is attended

Event Management:

• Planning and manage local corporate events
• Lead in planning, promoting and delivering site wide social and charitable events and support employee engagement for the London office
• Work with HR, senior management, department heads on cultural events etc.

Ad Hoc:

• At times, may be required to cover the Executive Assistant’s holiday

Who will thrive in this role?

• Proven experience in office management is essential
• Excellent organisational and multitasking skills, with strong attention to detail
• Strong interpersonal skills and confident interacting with people at all levels of seniority
• Proficiency in handling basic finance-related tasks, such as budgeting and expense tracking
• Ability to work autonomously, prioritise tasks, and meet deadlines in a fast-paced environment
• Experience in executing employee engagement and experience initiatives is an advantage
• Excellent working knowledge of Microsoft Office, Pages, especially Microsoft Excel & Numbers
• Experience in managing office moves
• High regard for confidentiality
• Flexible, can adapt to manage new priorities as they arise and willing to get stuck in
• Pro-active, a self-starter who works well on their own initiative
• Solutions orientated with natural problem-solving skills
• Highly organised, efficient and able to multi-task and remain calm under pressure
• Honest and open
• Strong knowledge of security best practice
• Brings energy and positivity to their environment

What’s in it for you?

Given we push to create smart, simple, iconic, globally impactful work that makes culture; we understand this requires the hard work and dedication of an extremely talented and innovative collection of people. Therefore, we have designed our benefits package to first and foremost take care of our teams, to say, “thank you”, but beyond that, it is there to ensure that you are rewarded for the incredible work you deliver and receive the recognition that goes along with that. From continued learning & development, life insurance for protection and peace of mind, family care leave (for those important times), well-being and mental health support – to volunteer days and a great work environment with an international and talented team – basically, we’ve got you covered!  

Don’t Hesitate to Apply 

We encourage you to apply even if the role doesn’t align perfectly with your experience or expectations. If you’re excited about the position or about working at Media Arts Lab and think you can make an impact, we’d love to hear from you.

Media Arts Lab is an equal opportunity employer. We value diverse backgrounds and are committed to finding the best fit for the role, regardless of race, color, religion, sex, sexual orientation, gender identity, national origin, disability, veteran status, or any other legally protected characteristic.