Office Manager & Book-Keeper - Red Setter

Brighton and Hove

Closing date: 06/11/2017

Red Setter is the leading PR and new business agency for the creative industry. Based in Brighton’s North Laine, our team of 20 senior marketers and PR professionals work with some of the world’s best creative agencies helping them grow their reputations and win major new accounts with global brands.

Our clients are all creative agencies. They deliver design, advertising, branding, packaging, marketing and digital to a wide range of sectors from FMCG to property, retail, professional services, leisure, travel, financial services, and public sector. They range from the largest global groups, to the rising generation of London agencies, and a growing number of Brighton studios.

In just the past few months our clients have been featured in national newspapers such as The Guardian, City AM, and The Times, consumer media like Stylist and The European, leading trade titles such as The Grocer, Drinks Business, and Property Week, and all our own sector press like Design Week, The Drum, Marketing Week, It's Nice That, and Transform.

We are partners with the industry body, the Design Business Association. We know this sector, and are well known in it as the people to go to when an agency wants to grow its reputation or client base. This, combined with the fact that we lose few clients, has produced strong growth – each year since we were established in Brighton in 2012 we have grown turnover by more than 50%.

Job Description:

The Office Manager & Book-Keeper will be responsible for the smooth running of our office and our books, making sure everything works as it should, and supporting the whole team in our work for clients.

There are broadly three aspects to the role, which will include the duties outlined below.

1. Office Manager

- Maintain the condition, appearance and performance of the office, taking pride in our physical environment

- Manage relationships and activities of suppliers, including landlord, utilities providers, phone and internet providers, IT consultants, cleaners, recycling collection, handymen, etc

- Maintain supplies of all consumables, including stationery, print supplies, business cards, tea, coffee, fruit, milk, etc

- Oversee ICT: troubleshooting any hardware and/or software issues, co-ordinating external support where required, sourcing and maintaining equipment.

- Manage office environmental conditions such as air conditioning and heating and initiate repairs quickly, especially during extreme weather conditions.

- Organise and manage all office and desk moves, and order all equipment needed for new joiners

- Conduct new joiner office inductions, welcoming them to the agency and making sure everyone knows where everything is

- Track employee holidays and sickness

- Act as Health & Safety Officer (training provided in this area, if required)

- Proactively look for ways to improve the performance and/or appearance of the office

2. Receptionist

- Answer telephone in a friendly and professional manner, redirecting calls appropriately

- Meet and greet everyone arriving at the office – colleagues, clients, suppliers, everyone - in a friendly, warm, professional and helpful way.

- Manage meeting room diary and host meetings, setting up the room, making drinks, ordering lunch, booking taxis, etc

- Organise bi-monthly social events, and Christmas and Summer parties

- Buy cards and presents for staff birthdays and other special occasions

- Where required, act as PA to MD, organising meetings, arranging travel and accommodation, fielding phone calls, managing her diary and providing general support

- Check colleagues’ emails when ill or on holiday to ensure no urgent issues missed

3. Book-Keeper

- Maintain the company’s books on Xero (experience desirable, but not essential as training can be given)

- Raise invoices

- Record payments

- Chase late payments

- Provide weekly debtor’s report to FD

- Collect, check and log all expenses and credit card payments

- Reconcile bank account daily

- Deliver approved payroll figures to payroll providers, payslips to employees and net pay figures to FD

- File VAT returns

- Support FD and accountancy firm in production of annual accounts

- Provide assistance on an ad hoc basis to FD

Person Specification:

Ideally you will have succeeded in a similar role elsewhere, but applications from a range of backgrounds are welcome, as this is a role as much about personality and capabilities as it is about technical experience - training can be given in areas such as health & safety and Xero.

You will be a friendly, happy, and upbeat person who makes everyone who arrives at our office welcome and glad to be there.

You will be a positive, resilient person with a can-do attitude who enjoys calmly sorting out practical problems.

You will be organised, efficient and proactive, anticipating issues and dealing with them before they arise.

You will have a good attention to detail, and will take pride in the office environment you create, and the financial records you maintain

You will be strong with the written word, confident and capable with numbers, a good communicator and, while we don’t need you to be an IT consultant or programmer, we do need you to be highly competent with standard IT hardware and software.

You will be excited by the prospect of creatively making the office a better place to work

You will be keen to learn and develop new skills

You will be ready to pitch in and do whatever is needed to help our agency run smoothly and continue to grow

Key Area: Office/Administration 43-9199.00Office/Administration
Salary: £21-24k depending on experience
Attendance: Full-Time
Additional Information:

The annual salary is £21-24k, depending on experience.

We offer a company pension scheme, childcare vouchers, and 25 days paid holiday plus the day off on your birthday.

You will have a strong sense of ownership and of being part of a buzzy team. The planned growth and expansion of the company will create opportunities for the right people to develop with us, and this is a role with exciting scope for growth.

No agencies please.


No agencies please

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