Office Manager

This person is the first point of contact for the Coats’ Head Office in London and must be able to present themselves positively and professionally.  An emphasis on customer service and proactive employee engagement is critical in this role. 

This stand-alone role is to manage and champion the Head Office and to perform a variety of administrative and clerical tasks, including administrative support to the EA to the Group Chief Executive, and EA to the Chief Legal & Risk Officer and Group Company Secretary and the CEO Apparel and Group Commercial Officer.

Communications and events planning will form a significant part of the role, as will supporting and contributing to UK and global HR programmes.

This role is office-based in London 5 days/week.

Key Responsibilities

Be responsible for all office administration, including the following.  This is expected to represent 80% of the workload

• Housekeeping management for the office, including refreshments and kitchen supplies
• Ensuring compliance with Health & Safety for UK staff and the London office
• Resolve technology issues in the Boardroom and other meeting rooms
• Order office supplies and keep inventory of stock
• Be able to signpost employees in the office to relevant support functions, i.e. IT
• Organise events and functions, including the Christmas party
• Arrange travel and accommodation for visitors
• Keep updated records of office expenses and costs, submit invoices for payment
• Facilities management - effectively manage third party relationships – cleaners, security, building management, building maintenance including for H&S
• Arrange couriers as required for UK employees
• Own and update as needed UK mailing lists for employees
• Ownership of redirected email/physical mail from legacy locations
• Be the first point of contact for external visitors and Coats’ employees visiting the office
• Support and manage employee communications as appropriate
• Administrative support to the EA to the Group Chief Executive, as required
• Ensure strict confidentiality is maintained at all times, exercising discretion and sound judgement when handling sensitive employee, executive, and business information.
• Manage numerous changing priorities at the same time
• Other appropriate responsibilities which may arise from time to time
• Deal with emergencies when they arise
• Continuously identify opportunities to improve the efficiency and effectiveness of office operations.

Provide assistance to the the Chief Legal & Risk Officer and Group Company Secretary and the CEO Apparel and Group Commercial Officer., which includes the following.  This is expected to represent approximately 20% of the workload

• Manage complex and frequently changing calendar, proactively resolving conflicts and prioritizing time against business-critical commitments.
• Coordinate complex domestic and international travel itineraries, including flights, accommodation, visas, and ground transportation.
• Manage expense reporting and invoice processing in line with Coats' policies, maintaining accurate records.
• Liaise with Group Executive Assistants and senior leaders across the organization to align schedules and priorities, and build strong working relationships with senior stakeholders, customers, and partners.
• Handle highly sensitive and confidential information with absolute discretion and sound judgment.