Office Manager, Receptionist – PA & Team Support

JR United Kingdom; London; On-site; GBP 30,000 - 45,000; Full time

Job summary

A prestigious public relations agency in London is seeking an enthusiastic Office Manager & Reception Lead. This key role ensures efficient office operations and serves as the main point of contact for clients and visitors. The successful candidate will possess strong organizational skills and prior management experience in similar environments, embodying the agency's commitment to excellence.

Qualifications

• Previous office management experience, with PA duties preferable.
• Experience in fast-paced environments.
• Strong communication and organizational skills.

Responsibilities

• Manage office operations and provide PA support to Senior Management.
• Serve as the first point of contact for guests and calls.
• Oversee office conditions and manage supplier relationships.

Skills

Leadership

Communication

Organization

Time Management

Problem Solving

Tools

Microsoft Office

Job description

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Client:

KARLA OTTO

Location:

London, United Kingdom

Job Category:

Other

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EU work permit required:

Yes

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Job Views:

5

Posted:

16.06.2025

Expiry Date:

31.07.2025

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Job Description:

Karla Otto is a globally recognized public relations and communications agency, founded in 1982, with offices in 15 key cities across the UK, EMEA, US, and Asia. With a strong presence in fashion capitals such as Milan, London, Paris, and New York, the agency has built a reputation for representing some of the most prestigious names in fashion, beauty, and lifestyle.

In 2017, Karla Otto merged with K2 to form THE INDEPENDENTS—a global marketing, design, and communications group. This collective brings together industry leaders who share a commitment to innovation, excellence, and thoughtful collaboration across the luxury and lifestyle sectors.

At Karla Otto, our team of expert strategists, designers, planners, and publicists are dedicated to delivering exceptional results and establishing long-term partnerships with our clients. We are passionate about fashion, beauty, and luxury, with everyone bringing their unique expertise and insights to the table. We are driven by a shared commitment to excellence and a deep understanding of the industry landscape.

Karla Otto London is looking for an enthusiastic, proactive, and self-motivated individual to join as an Office Manager & Reception Lead. This key role ensures the smooth running of the office, acting as the first point of contact for visitors, and providing occasional PA support to Senior Management.

You’ll manage front-of-house, office operations, and support leadership with administrative tasks. In-office presence is required 5 days a week.

Key Responsibilities

Office & Reception Management

• Serve as the first contact for the agency – greeting guests, answering calls, managing deliveries professionally and warmly
• Keep the reception area tidy, presentable, and stocked with materials
• Manage office expenditure, budgets, and invoices
• Coordinate office support rota with the communications department
• Organize office layout and supplies
• Oversee office condition, liaising with cleaners, maintenance, and contractors
• Negotiate and manage insurance and service contracts
• Update health & safety and fire safety policies, ensuring compliance
• Coordinate testing of electrical equipment and safety devices
• Manage office subscriptions (magazines, newspapers, digital platforms)
• Keep accurate records, files, and documentation

PA & Administrative Support

• Support Senior Management with minute-taking, scheduling, travel, expenses, and research
• Assist with project and event management
• Manage info@karlotto mailbox and direct emails appropriately

Key Attributes

• Office management experience, with some PA duties preferred
• Ability to work efficiently in a fast-paced environment
• Proficient in Microsoft Office
• Strong communication, research, and organizational skills
• Leadership qualities and delegation skills
• Ability to prioritize and handle multiple projects
• Creative problem-solving skills
• Attention to detail and ownership of tasks
• Willingness to go above and beyond to meet deadlines