Internal Operations Manager

 

About Owl Live

Owl Live is a brand experience agency working with clients including Google, HSBC, KPMG, Toyota & Domino’s. We help brands to talk to people in a way that inspires action, creating campaigns and experiences across the globe that engage hearts and minds.

 

Why Owl Live?

We’re a trusted team of industry leading professionals who are innovative, considerate, passionate, and adaptable. We relish finding creative solutions to complex problems and working with the world’s best brands to produce memorable experiences that genuinely address their business challenges. But most importantly, we’re normal people who just thrive off good old fashioned collaborative working.

 

We think of ourselves as a family that we like to call the Owlies. We work hard, support one another and live through our values of Collaboration, Trust and Consideration.

 

Role Overview 

 

You will be responsible for the successful management and smooth running of the agency’s internal operations including IT infrastructure and information security, office and facilities management. You will be based at Owl Live’s head office in Liverpool whilst also taking responsibility for our remote offices.

 

Main Responsibilities:

 

IT and Information Security

  • Drive and implement the company’s IT policies, processes and procedures, as main internal contact
  • Liaise with company IT provider to effectively manage and approve IT requirements and troubleshoot where necessary
  • Lead and project manage the successful completion of ISO 27001 accreditation, with support from 3rd party consultant, and be responsible for implementation across the business
  • Oversee all external company systems and software inc Google Workspace, HelloSign, Vimeo etc
  • Manage and act as internal lead for Harmony (proprietary owned system), ensuring it is maintained and operating effectively, troubleshooting where necessary
  • Oversee information security, GDPR compliance and general password management ensuring compliance across the agency
  • Devise and write policy documents for client proposals and RFI submissions, ensuring full compliance with relevant standards
  • First point of contact for general enquiries via telephone and management of a centralised mailbox
  • Responsible for delivering necessary training to the wider team and occasionally our freelancer network

 

Office and Facilities Management

 

  • Act as internal point of contact for all office management-related queries across all offices
  • Lead and manage relevant supplier relationships inc landlord/tenancy negotiations, utilities, insurances etc
  • Manage the office environment to ensure it’s maintained to a high standard, including cleaning, repairs and maintenance
  • Manage the office AV provision including VC capabilities, phones and all required technology
  • Ensure that all office equipment and services are maintained to the appropriate standard
  • Organise the office layout and maintain supplies of office stationery and equipment
  • Be responsible for stock and asset management inc company mobiles and laptops
  • Manage external storage solutions and facilities
  • Drive and implement full compliance with all relevant legislation – fire, office health and safety, security etc
  • Record office expenditure and manage budget accordingly
  • Review and negotiate supplier contracts, where appropriate
  • Management of the supplier matrix
  • Management of Owl and client owned domains; new purchases and renewals
  • Provide general administrative duties and support to senior management team as required

 

Skills and Experience

  • Experience working in a similar role 3years+
  • Strong knowledge of IT and experience of managing an outsourced IT contract
  • Strong knowledge of DPA and GDPR
  • Experience of working in an agency environment (desired)
  • Knowledge and understanding of G Suite and other Google products
  • Knowledge of Microsoft Office Suite (Word, PowerPoint, Excel) and other commonly-used office packages
  • Organised and detail oriented
  • Ability to multitask and effectively work under pressure
  • Ability to assess risk and propose solutions
  • Ability to use a range of software, including email, spreadsheets and databases
  • Excellent organisational and time-management skill
  • Excellent interpersonal, oral and written communication skills
  • Flexibility and adaptability to changing workloads
  • Project-management skills

 

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