Office Manager

Casanovas Recruitment Solutions; Essex; On-site; GBP 38,000 - 40,000; Full time

Benefits offered by this job

Competitive salary package

Permanent full-time position

Professional development & CPD

Private healthcare

Team events

Job summary

Casanovas Recruitment Solutions is seeking an experienced Office Manager to oversee day-to-day operations of a busy design studio. This full-time, office-based role supports finance, HR, administration, compliance and general studio operations, reporting to senior leadership to ensure smooth project delivery.

Responsibilities include invoicing, payroll, expenses, onboarding, contracts, IT and health & safety administration, and acting as first point of contact for clients and staff.

Qualifications

• Previous experience in an Office Manager or Senior Administrator role.
• Strong financial administration experience, including invoicing, credit control, and expenses management.
• Experience supporting payroll and pension administration.
• Knowledge of HR administration, employee records, onboarding, and compliance processes.
• Excellent organisational skills with the ability to manage multiple priorities. Strong IT skills, including Microsoft 365 and accounting software.
• Professional communication skills with the ability to build positive relationships with clients, suppliers, and colleagues.

Responsibilities

• Finance & Commercial Administration: coordinate invoicing, maintain aged debt, allocate payments, process staff expenses, prepare payroll information, produce financial reports.
• HR & People Support: manage holiday/absence records, onboarding/offboarding, employment documentation, memberships, and recruitment activities.
• Office Operations, Compliance & Health & Safety: manage facilities, utilities, insurance, IT administration, safety, GDPR records, and QA documentation.
• Front of House & Business Support: be first point of contact, assist project setup, prepare bids/documents, coordinate with marketing/social media, keep the office professional and organized.

Skills

Office management

Financial administration

Payroll administration

HR administration

Microsoft 365

Accounting software

Client relations

Communication skills

Tools

Microsoft 365

Job description

Office Manager

Full Time Permanent Office Based

Salary: 37,500 - 40,000 per annum (dependent on experience)
Hours: Monday to Friday, 9:00am - 5:30pm

About the Role

We are seeking an experienced and highly organised Office Manager to oversee the day-to-day operations of a busy and professional design-focused studio environment. This is a pivotal role supporting the smooth running of the business across finance, HR, office administration, compliance, and general studio support.

Reporting directly to senior leadership, you will play a key role in ensuring operational efficiency, allowing project teams to focus on delivering exceptional work and service to clients.

Key Responsibilities

Finance & Commercial Administration

• Coordinate project invoicing, ensuring fees are raised accurately and on time. Maintain aged debt records and follow up on outstanding payments.
• Allocate incoming payments and maintain accurate financial records.
• Process staff expenses and manage petty cash.
• Prepare payroll information and support pension administration.
• Produce regular financial reports for management.

HR & People Support

• Maintain holiday, absence, and staff records. Manage training and professional development records.
• Coordinate employee onboarding and offboarding processes.
• Administer employment documentation, including contracts and right-to-work checks. Maintain company memberships and subscriptions.
• Support recruitment activities, including advertising vacancies, screening applications, arranging interviews, and preparing offer documentation.

Office Operations, Compliance & Health & Safety

• Manage office facilities, utilities, maintenance, supplies, and equipment registers. Coordinate insurance renewals and maintain policy records.
• Oversee IT administration, software licences, and user access permissions.
• Manage workplace health and safety requirements, including risk assessments, fire safety procedures, first aid provisions, and compliance testing. Maintain GDPR records, policy registers, complaints logs, and quality assurance documentation.

Front of House & Business Support

• Act as the first point of contact for incoming calls, visitors, and clients.
• Assist with setting up new projects and maintaining project records.
• Prepare supporting documentation for bids, tenders, and awards submissions. Coordinate with external marketing and social media providers.
• Ensure the office environment remains professional, organised, and well-presented.
• Manage archiving and retrieval of company records and project files.

Skills & Experience

Essential

• Previous experience in an Office Manager or Senior Administrator role.
• Strong financial administration experience, including invoicing, credit control, and expenses management.
• Experience supporting payroll and pension administration.
• Knowledge of HR administration, employee records, onboarding, and compliance processes.
• Excellent organisational skills with the ability to manage multiple priorities. Strong IT skills, including Microsoft 365 and accounting software.
• Professional communication skills with the ability to build positive relationships with clients, suppliers, and colleagues.
• A proactive, hands-on approach with a strong sense of ownership and accountability.

Desirable

Experience using project management or time-recording systems.

Familiarity with workflow management platforms

Experience coordinating marketing activities, website updates, or social media content.

Benefits

Competitive salary package.

Permanent full-time position.

Supportive and collaborative working environment.

Opportunities for training and professional development.

Regular CPD and learning opportunities.

Increasing holiday entitlement based on length of service.

Private healthcare.

Social events and team activities.