We are looking for maternity cover for 9-10 months starting in September for our current Business & Office Manager, to help us keep our organisation efficient and well-resourced to enable fellow employees to succeed in their roles. We’re a close-knit team who work on many exciting projects simultaneously for clients such as Sony, Las Iguanas, Aardman, Network Rail, Unite Students, and the National Gallery. Local partners include Bristol Old Vic, SS Great Britain, both UWE, Bath and Bristol universities.

You’ll be at the heart of our operations and activities and the soul that keeps our team moving forward as you prioritise our internal business needs.  You will ensure our business operations and procedures run smoothly and efficiently, supporting our fast-paced and innovative environment.

An example day could involve booking external services or tradespeople, organising travel, purchasing office supplies, preparing a demo space and meeting room for a visiting client, sending out invoices to clients and reconciling credit card receipts.

Duties & Responsibilities

• Facilities and equipment management – overseeing the booking and preparation of meeting rooms and demo spaces for visiting clients, tracking the use of our VR equipment across the team, ensuring security and tidiness rules are adhered to, and assisting staff with their desk and computer configurations
• Financial administration – using tools such as Xero, Google Sheets and time tracking software to keep the day to day finances of the company up to date. This includes preparation, sending and following up of invoices, purchase orders and supplier agreements, tracking and reconciliation of credit card purchases, expense reimbursements, subscriptions, and accountant liaison. Manage accounts payable and accounts receivable departments
• A welcoming presence – being the first point of contact for all in-person visitors and phone calls; triaging incoming requests; connecting external stakeholders with relevant Zubr staff; greeting and guiding visitors into the office for meetings
• Procurement and office maintenance – liaising with our maintenance, cleaning and security providers; procuring necessary hardware and supplies
• Office Health & Safety – working closely with our H&S consultant to ensure that activities remain compliant
• Office Supplies – keeping stock of office supplies including water, stationary and kitchen supplies
• Managing software licences/seats, supplier contracts and inbound bills
• Organisation of key calendar events and regular company meetings, with event and logistics support as necessary
• Day to day HR support – working with our HR Consultant to manage recruitment, onboard new hires and maintain a positive and safe work environment
• Travel, shipping and postage – making travel arrangements and organising necessary documentation including insurance for trips, reimbursing mileage for driving private car, for getting quotes for hardware shipping, packaging and liaison with logistics companies
  • Increase the efficiency of existing processes and procedures to enhance the company’s internal capacity
  • Develop, implement, and maintain quality assurance protocols

Essential skills

• Experience in a similar role, preferably within a start-up or scale-up company
• Proven time management and organisational skills, with an ability to prioritise tasks in a fast-paced environment
• Good people management and communication skills
• Experience managing budgets and cash flow within Xero
  • Prior experience with Xero or similar software i.e Quickbooks
• Ability to maintain a high level of confidentiality and discretion at all times
• Positive, can-do attitude
• Willingness to be flexible and drift outside your comfort zone – being able to react swiftly and adapt to change is paramount
  • First Aid training

Desired skills

• A driving licence and own car would be beneficial
• An interest in the future of digital technologies

This is an office-based role

You will be based at our studio in central Bristol, UK, allowing you to be fully connected to the goings-on in the company and to work closely with our team.

Application closes on Friday 16th August, but please apply as soon as possible as we may close the vacancy early

Location
City of Bristol

Department
Business & Office

Employment Type
Fixed Term Contract

Compensation
£28,000 – £36,000 pa