Office Manager (9 month fixed term contract)

Auctane is a team of shipping and software experts with a passion for helping merchants move their ideas, dreams and innovations around the globe. World leaders in providing SaaS solutions to power the global e-commerce market through the family of brands which includes Metapack, ShipStation, ShipWorks, ShipEngine, ShipSi and ShippingEasy. Auctane provides retailers and brands of all sizes with integration to over 450 carriers and many of the world's leading eCommerce software providers. We give our retail clients the platform to help consumers decide their delivery preference and track the parcel’s progress whilst also providing the retailer with intelligent smart decisions about how to send the parcel – all underpinned with lots of data.

We work with well-known global retailers and major brands such as ASOS, Adidas, Burberry, John Lewis, Boohoo and Zalando. In fact, we work with so many retailers and carriers it’s highly likely that you’ve interacted with us at some point when ordering goods online!

We have a hybrid working policy, which makes our office even more important as it is a destination of choice where the team comes together to meet and collaborate. The Office Manager is pivotal in creating the right environment and maintaining exceptional office standards. It's very important to ensure that the office is a collaborative space where everyone feels welcome and motivated to work according to the company values.

This is a 9 month fixed term contract that will conclude at the end of February 2024, it may get extended or even go permanent, you are expected to be in the office 5 days a week.

Reception

• Answering and transferring incoming calls
• Meeting and greeting visitors
• Processing deliveries
• Managing visitor parking
• Managing meeting room for customers
• Managing visitor/contractor signing-in process

Office

• Managing the relationship with Buildings Management/Great Portland Estates
• First point of contact for the building security team
• Keeping all facilities in working order and where this can’t be achieved personally, arrange for suitable support through external contractors
• Maintaining ongoing relationship with office contractors (Building Maintenance, Cleaning Company, Photocopier suppliers, etc.)
• Ensuring all staff facilities including meeting spaces are maintained and in good order, arranging visitor/contractor door passes, including starters and leavers
• Managing and booking courier requests
• Management of external suppliers and agencies as requested
• Attending tenant’s meetings as required
• Managing the staff seating plans as required through a suitable desk and space booking system
• Reviewing service contracts that are in place to ensure Auctane are getting value for money and the appropriate level of service from external suppliers
• Be the first point of contact for any emergency service as well as buildings management, and keep team updated with any relevant information
• Maintaining the relationship with the company mobile phone provider, reviewing monthly bills, and liaising with staff as required.
• Ensuring the adequate provision of office snacks and refreshments.

H&S

• Ensuring H&S (First Aid and Fire Evac) notices are up-to-date
• Ensuring H&S staff certifications are up-to-date
• Assisting Compliance Officer with company compliance actions as and when required

• Experienced at providing office and other administrative services to multiple departments
• Ability to multi-task, and switch between tasks as required to deal with immediate priorities
• Customer service orientated
• Have google suite knowledge
• Confident working on own initiative, establishing priorities and leading on all office management and facilities
• Excellent Time Management
• Enthusiastic & proactive attitude
• People-oriented person

• Knowledge of facilities and office management systems including desk/space booking systems

• 25 days holiday pro-rata

• Company Pension - we pension match up to 4% of your salary

• Private medical insurance and dental via our partner Bupa

• Life insurance 4x base salary provided by Zurich

• 99% discount on your personal shipment orders via Packlink.pro

• Up to 150 USD/year to match your NGO donations! We are happy to support your initiatives by duplicating the amount donated

• Referral Fee We need your support in hiring top-class talent! We offer a referral bonus of 1k-3K, depending on the complexity of the role and the hiring process

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  • ️ We have an Employee Assistance Program with psychological assistance free of charge
• • ️ Great work-life balance We offer a flexible work schedule and will do our best to adapt to your personal situation. Working in a fast-paced environment can be intense, but that doesn’t mean you shouldn’t enjoy your free time!

• An inclusive and upbeat work environment Leave your suit behind... we’re a t-shirt and converse kind of place! More importantly, our company culture promotes diversity and inclusion. The personality and opinions of each of our team members are important and valid, and we aim to offer all employees a safe environment where they can be themselves and thrive

• A cross-cultural atmosphere We are a truly international team of 20 nationalities that speak 10 languages. Our company language is English and all internal communication and company-wide meetings are in English

• ️ Company events Work hard, play hard! We do our best every day, even at our regular team-building events

• Internal and external training, free access to online training platforms such as Linkedin Learning

• Health and Wellness: 120 £/year as Gym membership reimbursement

• Tax-Free scheme for childcare and bike purchasing

• Interest-free season ticket loan

• Fantastic office Location in central London (free drinks, snacks…) - Dynamic, open culture with lots of social activities