JOB DESCRIPTION - MAKERVERSITY
OFFICE MANAGER / FRONT OF HOUSE
Closing date for receipt of applications is 23 January 2014 at 12 noon.
Location: Makerversity, Somerset House, London
Responsible to: Operations and Projects Manager
Salary: 650£ per month (£17 333 p.a. pro-rata) plus Makerversity membership and full time desk space for own projects.
Hours: 18 hours per week, 3 days a week
Contract: 6 months, with the opportunity for a full time role thereafter.
Aims of the post: Your role is to create a warm and welcoming atmosphere for all of our guests and members and help ensure the smooth running of the office by providing administrative and financial support.
Makerversity is a work space for start-up making and manufacturing businesses at Somerset House, London; we provide access to a range of fabrication and prototyping tools, spaces, event and learning facilities. We exist to support emerging practice and kick-start the Third Industrial Revolution in the heart of London. We are a small team of 4 at the moment so you would be coming in at an early and exciting time. The company launched in 2013 and as such there is an opportunity to grow into your role and to help shape the company's organisational structure.
Reception/Front of House
Greet and welcome visitors, workshop participants, speakers, guide and refer them
Answer general inquiries about Makerversity to visitors, members
Membership Management and General Administration
Looking after and inducting new members
Process new membership applications
Edit contracts and keep data base up to date
Maintaining strong relationships and communication with existing members
Update the mailing and contact list
Follow up the contracts and organise meetings every 3 months for the contracts to be reviewed
Collect mail for members and Makerversity
Edit Makerversity's Calendar
Update list of authorised people in relation with SH security
Design and Implement office policies, operations, standards and procedures
Take minutes of meetings, edit reports, write emails, edit blog, make photocopies
Generate invoices for rent, events, sponsors, suppliers and posting of invoices produced
Follow up the payment of invoices and establish direct debits
Collect bills, generate payslips and process payments to suppliers and contractors
Manage the cash box
Follow up expenses
Prepare various spread-sheets containing information for accounting
Do monthly reconciliation with the bank statement
Health & Safety and Compliance
Ensure H&S safety policies are up to date
Organise H&S and inductions for all new members
Be the first aid officer and manage fire and evacuation procedures
Maintain the accident and incident reporting procedures and documentation and identify areas of improvement
Edit Risk assessment for special events
Implement and maintain management tools for the use of meeting rooms, workshop, machine rents, photo studio, tool and equipment use
Manage the storage room
Maintain equipment inventories along the technician
Give instructions to the cleaners
Purchase supplies anticipating needs (stationery, refreshments, office equipment and other supplies for events and workshop)
Keep the work area clean and tidy, including checking for litter, lost property and cleanliness.
Other tasks at the discretion of the management and any additional duties as
Free weekly core exercise sessions at 1pm (Mondays and Thursdays)
20% discount food & drink at Tom’s Café (in Somerset House)
The ideal candidate will have
· Previous office management and administration experience or a degree in office management or in related field
· Knowledge of accounting practices
· Excellent communication skills, both written and verbal
· Proficiency in Microsoft Office programs and office-related IT tools
· Excellent time management skills and organisational, multitasking skills
We are looking for someone who has an interest in arts.You will love spreadsheets and files as much as you love talking to others and getting a vibe going.
· Very energetic, self motivated and confident
· You have a sense of responsibility, quality and initiative
· Great interpersonal abilities, polite, friendly and professional
· Able to work under pressure with short deadlines
Applications should be submitted in English and include a CV, cover letter (max. 1 page), and contact details of at least 2 referees
Please send applications by email at firstname.lastname@example.org with "Office Manager" in the subject line before noon, 12 PM (GMT) on Thursday 23 January 2014. Initial interviews will likely be held in the week of 27 January 2014. Please note, only candidates selected for further consideration will be contacted.