Office Manager

Department: Administration

Reports to: Operations Manager / Managing Director

Position Overview:

We are seeking a proactive, organized, and highly skilled Office Manager to oversee the daily operations of a fast-paced, creative company in the music industry. The ideal candidate will be responsible for managing office operations, ensuring efficient workflows, overseeing administrative staff, and supporting key functions within the company. As the Office Manager, you will be the backbone of the organization, ensuring that the office runs smoothly and providing high-level support to executives, creative teams, and artists.

Key Responsibilities:

• Office Operations Management:

o Oversee and manage the day-to-day operations of the office, ensuring an efficient and productive environment.

o Develop and implement office policies, procedures, and best practices to optimize productivity and workflow.

o Manage office space, supplies, and equipment, ensuring all operational needs are met.

o Act as the primary point of contact for any office-related issues, troubleshooting and resolving problems quickly.

• Team Coordination & Staff Support:

o Supervise and support administrative staff, including office assistants and interns.

o Provide training, guidance, and mentorship to team members, ensuring they understand their roles and responsibilities.

o Coordinate scheduling and workflow across departments to ensure effective communication and timely completion of tasks.

o Manage performance and offer constructive feedback to improve team effectiveness.

• Calendar & Travel Management:

o Coordinate calendars and scheduling for key executives and departments, ensuring meetings, calls, and events are appropriately booked and managed.

o Arrange travel accommodations for staff, artists, and clients, including flights, transportation, and accommodations.

o Organize logistics for business trips, industry events, conferences, and music-related activities, ensuring all details are accounted for.

• Communication & Liaison:

o Act as the central point of contact between various departments, ensuring smooth communication and collaboration.

o Communicate office needs and updates to staff and leadership, ensuring that all team members are informed.

o Handle phone calls, emails, and other correspondence, managing external inquiries and routing information to the appropriate parties.

o Maintain internal contact lists, updating with new clients, partners, and artists as needed.

• Event & Project Coordination:

o Plan and execute internal and external events, such as artist showcases, album launches, promotional events, and meetings with partners.

o Coordinate logistics for music-related events, including booking venues, catering, tech support, and artist management needs.

o Collaborate with the marketing team to ensure events are well-publicized and well-coordinated.

• Financial & Budget Management:

o Assist with budget tracking for office supplies, events, travel, and departmental expenses.

o Ensure that office-related invoices and payments are processed in a timely manner.

o Maintain expense reports, track invoices, and support the finance team with budget management and cost controls.

• Vendor & Contract Management:

o Oversee relationships with vendors and service providers, ensuring timely and cost-effective deliveries of office supplies, equipment, and services.

o Negotiate contracts with vendors, suppliers, and external partners, ensuring favorable terms for the company.

o Maintain accurate records of contracts and vendor agreements.

• Health & Safety Compliance:

o Ensure office health, safety, and security protocols are followed, complying with company policies and local regulations.

o Monitor office space and facilities, making recommendations for improvements to work conditions or office layout.

• Support to Executive Leadership:

o Provide high-level administrative support to company executives, including managing calendars, preparing presentations, and handling confidential information.

o Attend meetings, take notes, and prepare summaries for executive review.

Qualifications:

• Education:

o Bachelor’s degree in Business Administration, Music Business, or a related field (preferred).

o Certification in office management or a related area is a plus.

• Experience:

o 3+ years of experience in office management, executive assistance, or a similar administrative role (required).

o Experience in the music or entertainment industry is a significant plus.

o Strong background in managing teams and cross-departmental coordination.

• Skills:

o Strong organizational skills with the ability to manage multiple tasks and prioritize effectively.

o Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and Google Workspace.

o Excellent communication skills, both written and verbal.

o Ability to handle sensitive and confidential information with discretion.

o Strong problem-solving skills and a proactive approach to office management.

o Basic understanding of budget management and cost control.

• Personal Traits:

o A passion for music and the entertainment industry is highly desirable.

o High level of attention to detail and accuracy.

o Flexible, adaptable, and capable of working in a fast-paced, ever-changing environment.

o Ability to work independently and as part of a collaborative team.

o Strong interpersonal skills and the ability to work with a wide range of people, including artists, executives, and clients.