Office Manager (FTC) – Mat Cover

Phoebe Philo

Purpose

The Office Manager (FTC) is a Mat Cover role of 14 months starting in July 2025. The role is responsible for overseeing daily office operations, ensuring efficiency, organisation, and a productive work environment. This role includes managing administrative tasks, coordinating office resources, supporting staff, and implementing office policies to maintain a smooth workflow. Reporting to the CPO, the Office Manager also serves as a key point of contact for internal and external stakeholders, contributing to the overall success of the organisation.

Responsibilities

• Line Management responsibilities for the Front of House
• Manage relationships with the Landlord and Building Managing Agent
• Management of contracts for all utilities and office suppliers
• Implement and manage the upkeep of H&S policies including Fire safety and security
• Maintain and develop office policies and procedures to guide the operation of the office
• Oversee office management spending and budget management
• Place orders for both office and studio supplies and organise receipt management / expenses
• Carry out daily building walks to ensure offices, kitchens and showroom spaces are always stocked with stationary, kitchen items and cleaning supplies
• Ordering furniture items as required for the building
• Ensuring all lifts, fire alarm, extinguishers, security systems, water systems and heating systems are serviced regularly, arranging repairs and maintenance as necessary
• Being first point of contact for all facilities queries
• Ensuring all facilities related paperwork is maintained and filed appropriately
• Oversee cleaning tasks and manage the daily cleaning activities required for the building
• Oversee security tasks and manage daily communication with building activity
• Managing access to the office and keeping key and access fob inventory system maintained
• In charge of waste management for the building and different department needs
• Oversee sustainability practices for the office
• Support the Receptionist with daily lunch cover and reception cover as required
• Support the HR team with onboarding processes and building tours for new joiners
• Report into CPO on a weekly basis with updates on building related items
• Carry out introductory tours for all new starters and assist HR with the onboarding process for new staff members
• Work closely with the Studio teams assisting with the day-to-day operations
• Work closely with Creative Director and CEO Assistants to help support on day-to-day building related items
• Support the Private Client team with in-house events as required

Qualifications, Skills, Experience Required

• Previous experience in a similar role, preferably in a Fashion House.
• Experience of supervising or managing Front of House
• Highly organised with high attention to detail
• Approachable yet professional
• Excellent communication skills, both written and verbal
• IT literate all Microsoft Packages
• Able to work in a fast-paced environment
• Able to multitask time-sensitive tasks and remain calm under pressure