Office Assistant

At Armadillo, we work with some of the world’s biggest brands, including Disney, McDonald’s, P&O Cruises and Cunard Cruises, to produce beautifully creative and effective CRM campaigns.

We believe in the long-term success that comes from always putting the best interests of our clients and the well-being and progression of our staff at the heart of everything we do. We are ambitious and free-thinking, yet at the same time pragmatic and straightforward.

Our aim is to become the UK’s most recommended CRM agency: the one everyone wants to work with or for.

Due to the continued growth of the agency and our move to a new office space, we are seeking an Office Assistant to join our team.

Office Assistant Role

The Office Assistant will take responsibility for the smooth running of Armadillo’s office, maintaining facilities contracts with the support of the CFO, and be the conduit between Armadillo and the building management, consulting with the Executive Assistant where required. As Office Assistant, you will support with the Health and Safety for the business and be the first point of contact for all staff relating to office-based matters, proactively seeking to deliver a high standard of service to staff and client visitors.

Office Assistant Responsibilities

• Be the point of contact for supplier relationships including cleaning, catering and any other facilities related suppliers

• Maintain a high standard of tidiness and cleanliness of the office and all meeting room spaces.

• Take ownership of ensuring all furniture and appliances are in full working order, organise repairs when necessary, stock taking and ordering office supplies, and be the contact point for staff reporting office related matters.

• Encourage a positive office culture through treats and initiatives (wellbeing etc.), research and organise office and team events.

• Run office inductions for new starters at Armadillo

• General office administration - book meetings and meeting rooms, travel arrangements, client meeting hosting & monthly credit card reconciliation

• Maintain relationships with the building management, attend the quarterly tenancy meetings and take forward actions arising, whilst keeping the EA informed of changes and updates

• Organise and maintain an office risk assessment for the office - manage and identify any new risks and keep the risk assessment up to date.

• Support HR with yearly risk assessments which are conducted for the office as well as the employee’s workstations at home (helping to distribute the risk assessments & keeping them stored correctly).

• With support from HR, provide advice around workstation set up, attend employees homes when necessary, arrange new equipment compliant with the DSE regulations where needed.

• Support HR in ensuring that new hires have a DSE compliant workstation set up at home as part of their onboarding process.

• Keep the company’s H&S policy up to date with regular reviews & provide general advice to the Board and the Head of People & Talent on H&S matters.




• Arrange regular PAT testing of the office equipment in liaison with the IT team

• Ensure that our office has the appropriate number of First Aiders and Fire Marshals at all times as per the H&S Executive guidelines. Maintaining an appropriate number of MHFA’s to support the employees’ mental health.

Office Assistant Requirements

• Excellent relationship building & communication skills, including with employees, the Board, the building management, suppliers, and any other people who attend our office

• 1 year experience in a customer service or hospitality type of role would be beneficial here

• Be willing to source quotes from suppliers and make decisions in the best interests of the business

• Have a proactive and positive attitude

• Demonstrate expert knowledge and application of MS Office Suite and Google Equivalents

• Demonstrate flexibility and collaboration to support delivery by the team as a whole

• Display a consistently positive mindset towards delivery of your work; solution-oriented and presenting with enthusiasm

• Be able to spot more efficient or cost effective ways of working and implement them independently

• Although our standard hybrid policy is 2 days in the office, we are expecting this role to be in the office around 4-5 days per week, depending on business activities

Benefits

• Catered lunches Tuesday - Thursday at our office & breakfast options

• 25 days’ annual leave plus a day off on your birthday, increasing by 1 day per annum at each year anniversary up to 30 days, plus bank holidays

• Summer and Festive hours – finish 2.5 hours early one Friday per month in June, July, August and one day, chosen by you, in December

• Contributory company pension 4% employee 3% employer of total pay through salary sacrifice, escalating 1% each year following your 2nd anniversary at Armadillo, up to 8% employer contribution

• Bupa dental care

• Vitality health insurance

• Lots of social events, including Summer and Christmas parties

• Cycle to work scheme

• Employee Assistance Programme offered by Health Assured

• IPA Membership

• Bristol Creative Industries Membership

Equal opportunities

Armadillo is committed to creating a diverse environment and is proud to be an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, colour, religion, gender, gender identity or expression, sexual orientation, national origin, genetics, disability or age.