Office Manager

Spotlight is the leading technology solution provider for casting and auditioning in the entertainment industry. Casting directors and agents worldwide use Talent Systems’ portfolio of products to source and manage talent across film, television, commercials, theatre, and digital projects, powering an unparalleled, global casting software ecosystem.

We are searching for a dedicated and meticulous Facilities Manager / Executive Assistant with a passion for organisation and a keen eye for detail. In this dual role, you will be instrumental in maintaining our office's operational excellence and providing top-notch support to our managing director (MD). If you thrive in dynamic environments and can juggle multiple tasks with precision and care, we would love to hear from you.

Key Responsibilities:

Facilities Management:

Serve as the initial contact for all maintenance and facilities management inquiries.
Log and expedite fault resolutions and liaise with contractors.
Oversee contractor activities, including briefing on health and safety guidelines.
Project manage refurbishment, equipment moves, and improvements for a hybrid working environment.
Approve and sign off on maintenance invoices and make sure that records are accurate.

Health and Safety:

Regularly inspect and maintain security and fire prevention systems.
Manage health and safety records, perform risk assessments, and uphold compliance standards.

Office Operations:

Handle daily mail, oversee deliveries, manage supplies, and ensure waste management aligns with company policy.
Support internal events - coordinating logistics, food, beverages, and travel arrangements.

Administrative Support:

Act as a point of contact for external clients and partners.
Assist the MD with email triage, correspondence, and meeting coordination.
Arrange travel and accommodations and prepare meeting rooms for guests.
Assist with reporting, memos, emails, presentations, and other communication materials.