Office Manager (Events)

Chill Out! Event Management Ltd; Reading; Hybrid; GBP 80,000 - 100,000; Full time

Job summary

A leading events agency in the UK is seeking an Office Manager to oversee office operations and support event planning. This role requires proven experience in office and event management, exceptional organizational capabilities, and strong communication skills. The ideal candidate will thrive in a dynamic environment, managing multiple responsibilities while ensuring high standards of service. The position is hybrid and offers up to £40,000 per year based on skills and experience.

Qualifications

• Proven experience in office management and/or event management roles.
• Exceptional organisational and time-management skills.
• Excellent verbal and written communication skills.
• Competence with Microsoft Office Suite and event management software.

Responsibilities

• Oversee day-to-day office operations and maintain workflow.
• Assist the event planning team with logistical tasks.
• Prepare client correspondence, presentations, and reports.
• Manage relationships with event vendors and contractors.

Skills

Office management

Event management

Organisational skills

Time management

Communication

Problem-solving

IT proficiency

Leadership

Tools

Microsoft Office Suite

CRM software

Job description

Job Title: Office Manager (Events)

Location: Office based role in Binfield, Berkshire

Salary: Up to £40,000 per year - depending on skills and experience

Job type: Permanent, Full-time

Chill Out! Event Management is a leading established UK events agency. Working primarily with clients in the IT sector who include specialists in software, hardware, security, infrastructure, cloud storage, website development, payment solutions and other areas, we support client activity in the UK, across EMEA and on a global scale.

As an agency, we help elevate the brands we work with and make them heard through live events and face‑to‑face experiences, memorable virtual activities, teambuilding, reward and recognition projects, exhibitions and fulfillment and merchandise support.

As a people‑first business, we encourage ambition, support and reward. We’re always listening and are open to your ideas, just as we do with our clients.

The Role

You will play a pivotal role at the Agency both in terms of the smooth running of the agency and working with some of our top clients to ensure that the services we provide to them are of high quality, consistent and meet their expectations.

This role is a hybrid of general office administration and events support, providing critical organisational and logistical backing to the event management team. The ideal candidate is a proactive and highly organised professional who can manage multiple priorities and maintain a high standard of work in a dynamic environment.

Key Responsibilities

Office and Administrative Management

• Maintain office efficiency: oversee the day‑to‑day office operations, including managing team schedules, coordinating meetings, answering the phones, greeting visitors and ensuring a smooth workflow.
• Supplier and vendor relations: act as the main point of contact for office suppliers, managing industry supplier relationships, office visits and familiarisation visit invites and negotiating contracts for services such as cleaning and office supplies.
• Process management: implement and maintain office administrative systems and procedures to streamline operations. Learning and using internal systems such as Hubspot, Exspensify and Absentify.
• Record keeping: manage and maintain accurate digital and physical filing systems for administrative and project‑related documents and manage the archiving of old digital event folders, ensuring that no personal data is being kept online.
• Courier management: manage the organisation of couriers taking kit, equipment and supplies both in and out of the office. This can include the packing and dispatch of event materials.
• Health and safety: ensure all office health and safety policies and fire regulations are up to date and in compliance with regulations and adhered to by all staff.

Event Support and Logistics Management

• Logistical support: assist the event planning team with logistical tasks, such as sourcing venues, managing our Hubspot CRM databases, and coordinating travel and accommodation for staff or clients.
• Administrative event tasks: prepare client correspondence, presentations, proposals and reports as needed for specific events.
• Event finance: assist in the production of event budgets as and when necessary to be sent out alongside proposals as instructed by / in liaison with the relevant Event Manager.
• Vendor coordination: assist in managing relationships with event vendors and contractors, helping to secure competitive bids and finalise contracts.

Required Skills and Qualifications

• Experience: proven experience in an office management and/or event management role, preferably within an event agency or a related fast‑paced agency environment.
• Exceptional organisation: superior organisational and time‑management skills with meticulous attention to detail and proven ability to manage multiple responsibilities while maintaining high quality standards.
• Time management: excellent time management and ability to prioritise workload and manage client expectations.
• Communication: excellent verbal and written communication skills, with the ability to build and maintain strong relationships with vendors, clients, and staff.
• Problem‑solving: ability to think quickly and diplomatically to resolve unexpected issues under pressure. High levels of personal integrity, initiative and the ability to work as part of a team in an environment that demands excellence, time and energy.
• IT proficiency: competence with Microsoft Office Suite (Word, Excel, PowerPoint) and experience with CRM or event management software is a plus.
• Adaptability: a flexible and adaptable attitude, with a willingness to take on new tasks and support team members as needed. A committed and reliable individual.
• Leadership: experience supervising or mentoring administrative staff is an advantage.

Please click APPLY to send your CV for this role.

Candidates with experience of office administrator, administrative coordinator, or operations manager, production manager, supply chain manager, program manager, project manager may also be considered for this role.