Office Administrator (80 – 100%)

TEAM MARKETING AG; City of Poughkeepsie (NY); Hybrid; USD 40,000 - 80,000; Full time

Job summary

An established industry player is seeking a proactive Office Manager to ensure smooth operations at their London office. This role offers a unique opportunity to support a dynamic team while enhancing your skills in office management and IT support. You will be the first point of contact for visitors and staff, ensuring a welcoming environment and efficient office operations. With a focus on collaboration and innovation, you'll play a key role in enhancing workplace efficiency and effectiveness. Join a vibrant culture that values growth, integrity, and teamwork, and take your career to the next level in the exciting sports marketing industry.

Benefits

Flexible Work Policy

Discounted Gym Membership

Training and Coaching Programs

Commuter Benefits

5 Weeks Holiday

End-of-Year Office Closure

Participation in Social Committees

Volunteering Opportunities

Weekly Staff Sports Events

All-Company Events

Qualifications

• Experience in office management, IT, or administrative roles.
• Ability to manage multiple tasks and prioritize effectively.

Responsibilities

• Oversee day-to-day office operations and support UK staff.
• Provide IT support and onboarding for new staff.
• Coordinate administrative tasks for senior management.

Skills

Office Management

IT Support

Administrative Skills

Project Management

Interpersonal Skills

Attention to Detail

Fluent in English

Education

Bachelor's Degree or Equivalent Experience

Tools

Microsoft Office

Job description

The team

Our blend of dynamic personalities, stories and skills is one of our biggest sources of energy and pride. It defines our culture and makes our success attainable.

Ensuring an efficient and productive organisation, the Business Operations department includes the Finance and Office Management teams. Together we contribute to an office environment where all staff can do their best work.

The Office Management team builds solid relationships across staff and among suppliers, contractors and building managers. We oversee all operational aspects of the office building, keeping things running smoothly and safely.

The programme

The role

As part of the Business Operations team you will be an integral part of the operation of the TEAM Marketing UK office in London whilst working closely with the HQ in Lucerne, Switzerland. You will be the first point of contact and responsible for providing a friendly and welcoming service to all our visitors, clients and employees. Your role will be essential to the smooth day-to-day running of the office, while allowing you to utilise your organisational and technical skills through various cross-functional projects.

Your responsibilities will include the following:

Office management

• Overseeing the day-to-day operations of the London office and supporting UK staff with all office related matters, including ordering and replacing equipment and supplies, scheduling routine maintenance and complying with health and safety laws;
• Acting as Fire Marshal and First Aider for the office (courses to be provided by TEAM);
• Overseeing all operational aspects of the London office and liaising closely with the relevant corporate teams (e.g. Finance, HR, IT) in Switzerland to ensure the smooth operation of the London office;
• Maintaining a good relationship and regular communication with the current landlord/property manager as well as office-related suppliers and contractors; and
• As needed, finding and negotiating with new suppliers and/or property managers (including, scouting for potential office location, coordinating the leasing agreement and managing an office relocation).

IT support

• Onboarding new UK staff with their IT equipment (e.g. laptop, headset and mobile phone) and providing on-the-ground IT support to all staff in/visiting the London office;
• Ensuring the smooth running of meeting-room equipment prior to key meetings; and
• Assisting TEAM staff with general IT queries via the IT help-desk (in relation to Microsoft Office or non-technical queries for example).

General administrative duties

• Providing administrative support to senior UK staff (e.g. international travel bookings and visas) and to the TEAM Group shareholders and senior management (e.g. coordinating TEAM UK board meetings);
• Supporting the Lucerne-based Finance team with UK administration matters (e.g. administering credit cards for staff, managing invoices for the London office, opening and forwarding relevant mail);
• Coordinating entertainment requests and organising internal/external meetings and UK staff events; and
• Liaising directly with London hotel partners and negotiating yearly rates.

The candidate

Ideally, you have experience in a similar office management, IT or administrative role. Your ability to take initiative, think innovatively and maintain a solution-orientated approach allows you to raise the bar and devise new ways to increase efficiency and effectiveness. It is important that you can efficiently manage projects and your time, balancing multiple tasks and prioritising them accordingly. Likewise, you have a team-player attitude and understand the importance of putting people first and delivering work at the highest standards.

Additionally, you shine in the following areas:

• Ambition: You love to grow and improve, learn and develop.
• Diligence:You have an excellent attention to detail; you are dedicated to creating value.
• Collaboration: You use your interpersonal skills and collaborative mindset to create meaningful relationships across all stakeholders.
• Integrity: You are committed to doing things the right way; you value honesty, transparency and fairness.
• Languages: You speak and write fluently in English; other languages are an advantage.

We offer

At TEAM, our vision is to be the best place to develop a career in the sports marketing industry. We do this by cultivating a TEAM community that allows all staff to thrive, promoting clear and transparent communication and focusing on individual development.

• Be inspired: Work with and learn from industry-leading professionals in an open, international and vibrant culture.
• Continue growing: Benefit from regular and customised training and coaching programmes.
• Work flexibly: Our hybrid policy balances in-office and remote work on a weekly basis, allows the option of working elsewhere for up to 2 weeks per year, includes at least 5 weeks holiday, plus public holidays and an end-of-year office closure.
• Get involved:Join TEAM’s Sustainability, DEI or Social committees; participate in weekly staff-organised sports; contribute to regular volunteering/charity opportunities; enjoy all-company events and celebrations.
• Enjoy extras: Take advantage of a discounted annual gym membership, onboarding support and commuter benefits.

The position will be based at TEAM’s London office and will involve some international travel.

If you have the necessary qualifications and are keen to join TEAM Marketing, please click on "apply" and submit your application (CV and cover letter) in English.