We have an exciting opportunity for a proactive and organized Office Manager to join a growing and dynamic architect practice. In this varied role, you’ll manage finances, HR processes, supplier relationships, office operations, and events, while also supporting bookkeeping and business development. You’ll play a key part in the day-to-day running and long-term development of the Oxford office.
· 30 hours spread across the week – flexible
· Office based in Osney Mead, Oxford
· Salary up to 45K FTE (DOE)
Key Responsibilities
Office & Project Management
- General office administration and upkeep (including purchasing supplies and handling essentials like washing tea towels)
- Communicating with, and purchasing supplies for cleaners for the office
- Handling office repairs and liaising with the landlord
- Managing office moves
- Organizing staff socials and monthly events
- Organizing work experience weeks with local schools and colleges.
- Organizing CPDs and staff training courses
- Managing company vehicles, including fines, servicing, and admin
- Liaising with Landlords Business manager for annual PAT testing, Fire Risk Assessments, Fire Extinguishers checks etc.
- Monitoring and renewing phone and computer licenses (software and hardware)
- Managing copyright licenses
- Maintaining GDPR compliance
- Handling subscriptions and memberships (e.g. RIBA, ARB, Passivhaus Trust)
- Supporting IT queries via outsourced IT and printer support
Finance & Accounting
- Raise and send invoices via Fresh Projects (pushed through to Xero)
- Make payments for purchases and suppliers.
- Manage business bank accounts, including setting up and monitoring direct debits and ensuring proper authorisations
- Maintain HMRC account access and ensure timely payments and submissions (e.g. VAT, PAYE, Corporation Tax)
- Upload monthly pension info to RIBA Smart Pension
- Reconcile Xero accounts (Current Account, Savings, Loan, Credit Card)
- Process and pay team expense claims.
- Provide P&L reports and detailed Xero reports when needed.
- Liaise with accountants for P11D, Payroll, PAYE, Corporation Tax, and R&D Claims
- Assist with year-end queries from accountants.
- Manage financial queries from suppliers & clients.
- Maintain financial records and forecast sheets.
- Issue certificates to clients upon request.
- Manage insurances (PII, Office Combined & car) including documentation for quotes.
Human Resources
- Draft and manage employee contracts.
- Set up and manage pension schemes and upload annual Pension Declaration
- Process payroll and update staff pension details.
- Monitor holidays, study days, and manage payroll changes.
- Conduct staff reviews and address staff concerns.
- Advertise job vacancies, screen CVs, and coordinate interviews.
- Maintain HR & H&S documents in Bright.
- Support staff with visa applications and maintain the business’s Certificate of Sponsorship (CoS) records.
Project & Client Coordination
- Create and circulate weekly project planner from Team meetings.
- Set up projects: enter client contacts, generate project info sheets, email setup, and contracts.
- Upload clients and projects into Fresh Projects and Xero
- Set up RIBA contracts online, send to client and track signatures.
- Analyse timesheets and generate project progress reports via Fresh Projects
- Liaise with Project Architects for project resourcing and project budget management.
Business Development & Marketing Support
- Support with social media and business development activities.
- Liaise with the external marketing & PR companies as needed.
- Use Google Analytics and related tools to monitor and report on lead generation and online engagement
- Organise and manage bookings for design shows, exhibitions and industry events.
Business Strategy & Team Management
- Support the Director in delivering the strategic goals of the Oxford office
- Helping establish operational procedures and best practices
- Contributing ideas and insight to business planning, team structure, and growth opportunities
- Supporting staff and providing administrative support to the team
- Playing a leadership role in fostering a positive team culture and inclusive working environment
- Participating in strategic meetings and helping track progress against business objectives
Skills & Experience
- Proven experience in office management, ideally in a professional services or creative industry
- Financial literacy, including experience with Xero, invoicing, VAT returns, and reporting.
- Strong organizational and time-management skills
- Experience with HR processes, contracts, recruitment, and staff engagement, and HR software such as Bright.
- Familiarity with Fresh Projects, Xero, RIBA Contracts, and pension platform (RIBA Smart Pension)
- Tech-savvy and confident in handling software licenses, basic IT queries, and backups
- Excellent communication and interpersonal skills
- Understanding of GDPR compliance and insurance requirements
- Proactive attitude and ability to multitask across varied responsibilities.
- Interest or experience in business development and social media support