URBN - Office Manager

Urban Outfitters, Inc.; London; On-site; GBP 30,000 - 45,000; Full time

Job summary

A leading company in the retail industry seeks an Office Manager in London to ensure an efficient and pleasant workspace. The role entails office administration, facilities management, and team leadership, requiring excellence in organization and communication. Candidates should have proven office management experience and a proactive mindset along with the ability to multitask effectively.

Benefits

Flexible working hours

Dog-friendly workplace

Employee Assistance Program

Free gym access

Private Medical Insurance

Employee discount up to 40%

Paid volunteer day

Cycle to work scheme

Continued learning opportunities

Qualifications

• Proven experience in office management or similar role.
• Strong organizational and multitasking abilities.
• Outstanding interpersonal and communication skills.

Responsibilities

• Supervise reception and office operations.
• Manage cleaning staff and facilities maintenance.
• Assist with HR-related tasks and team development.

Skills

Organizational Skills

Communication Skills

Problem-Solving Skills

Attention to Detail

Education

Experience as Office Manager

Tools

MS Office

Facility Management Software

Job description

About Us

URBN UK Limited is part of the URBN Group, a global retailer, with its European Head Office located in London. Its retail offering in Europe takes the form of three brands.

With stores in more than 10 European countries and a strong e-commerce presence, we’re driven by the same core values as our customers, and we approach our work with a sense of community and purpose that sets our brands apart. We love what we do.

Role Summary

As the Office Manager, you will hold a crucial role in ensuring a productive, comfortable, and well-maintained workspace for all employees, fostering a positive and efficient work culture. You will be responsible for managing various areas, including office administration, reception, staff kitchens as well as overseeing hard and soft services in partnership with the URBN Shared Services team. This role requires excellent organizational skills, a proactive approach, and the ability to handle diverse responsibilities in a fast-paced environment.

What You'll Be Doing

Office Administration & Reception Management:

• Supervise the reception area to ensure a professional and welcoming environment for visitors and staff.
• Greet and assist visitors, answer incoming calls, and handle inquiries in a courteous and efficient manner.
• Oversee general office operations, including managing schedules, coordinating meetings, and maintaining office records and files. Ensuring office supplies and equipment are stocked and well maintained.
• Coordinate incoming and outgoing mail, packages, and deliveries.
• Ownership of the preparation of the new starter ID cards.

Cleaning & Facilities Management:

• Supervise cleaning staff and ensure the office premises are maintained to a high standard of cleanliness and hygiene. Implementing cleaning schedules, safety protocols, and waste management procedures.
• Coordinate repairs and maintenance services, including HVAC systems, plumbing, electrical, and other facilities-related issues.

General Administrative Support:

• Assist with HR-related tasks, including employee onboarding, record keeping, and leave management.
• Collaborate with relevant departments to support office event planning and coordination.

Team Leadership & Development:

• Recruit, train, and supervise a team of reception and security staff.
• Provide guidance, performance feedback, and professional development opportunities to ensure a motivated and skilled workforce.
• Foster a positive work environment, promoting teamwork, open communication, and a customer-focused mindset.

What You'll Need

• Proven experience as an office manager or in a similar administrative role, preferably with responsibilities for reception, facilities, and cleaning management.
• Excellent organizational and multitasking abilities, with a strong attention to detail.
• Outstanding interpersonal and communication skills, both written and verbal.
• Proficiency in office software and tools, including MS Office (Word, Excel, PowerPoint) and facility management software.
• Strong problem-solving skills and the ability to adapt to changing priorities and circumstances.
• Knowledge of health and safety regulations and best practices in facility management.
• A proactive and hands-on approach with a focus on delivering exceptional service to internal stakeholders.

The Perks

• Work-life balance:
  • Flexible start and finish times
  • Bring your dog to work
• Wellbeing:
  • Employees Assistance program to support with mental, physical and financial health
  • Fully equipped free gym and on-site wellness room in Brick Lane and 50% discount of external gym memberships
  • Private Medical Insurance
• Employee Discount:
  • Up to 40% off at all URBN Brands
• Community:
  • One paid day to either volunteer or fundraise for a charity of your choice
• Travel:
  • Cycle to work scheme, season ticket loan
• Continued Development:
  • We offer structured support within the business alongside continued learning and development

#URBN

Equal Opportunity Statement

URBN is an Equal Opportunities Employer committed to diversity and inclusion. We provide equal employment opportunities regardless of age, sexual orientation, sex, gender reassignment, pregnancy, marital status, religion, race, or disability. We base all our employment decisions on merit, job requirements and business needs.