Office Administrator

 

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 day-to-day running of the Owl Live office in Liverpool. You will be required to manage office facilities, IT support and provide general administration support to the team. 

 

Main Responsibilities: 

 

Office and Facilities Management

  • Act as internal point of contact for all office management-related queries 
  • Act as internal point of contact for office supplier relationships inc landlord, 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, liaising with relevant suppliers as necessary 
  • 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 
  • Maintain compliance across all fire, office health and safety, security legislation etc 
  • Provide general administrative duties and support to senior management team as required 

 

IT and Information Security 

  • Act as gatekeeper for all internal IT policies, processes and procedures, ensuring compliance across the agency, with support from the Finance and Operations Director
  • Liaise with company IT provider to effectively manage, and where necessary, approve IT requirements and troubleshoot accordingly 
  • Coordinate and facilitate all ISO 270001 procedures and policies, and act as main point of contact both internally and externally 
  • Oversee information security, GDPR compliance and general password management ensuring compliance across the agency 
  • Provide information for relevant policy documents for client proposals and RFI submissions.

 

Skills and Experience 

  • Experience working in a similar role 2years+ 
  • Good working knowledge of IT and experience of managing an outsourced IT contract 
  • Knowledge and understanding 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 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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