Job Description

Who is HelloKindred?

HelloKindred are specialists in staffing marketing, creative and technology roles, offering a range of talent solutions that can be delivered on-site, remotely or hybrid.

Our vision is to make work accessible and people’s lives better. We do this by disrupting traditional employment barriers – connecting ambitious talent to flexible opportunities with trusted brands.

Work set-up: Hybrid (4 days per week in-office, 1-day WFH)

Our client, a corporate communications and technology consultancy that helps organizations improve stakeholder engagement through communication strategy, branding, digital platforms, intranets, apps, and communication-focused technology solutions is seeking a highly organised, proactive Office Manager to ensure the company runs smoothly day-to-day. This is a key role at the heart of the agency - supporting the team with office administration, operations, and fostering a positive, connected team culture.

You’ll be the go-to person for everything from office supplies and invoices to onboarding new starters and keeping internal systems tidy and up to date. Bookkeeping experience will be advantageous, as you’ll support light finance administration alongside broader operational responsibilities.

What you will do:
Office & Studio Management:

• Oversee day-to-day office operations and ensure the space runs smoothly.
• Manage office supplies, stationery, equipment and general stock.
• Coordinate building management, maintenance, deliveries, and contractors.
• Keep shared spaces organised, welcoming and functional.
• Be the first point of contact for office visitors and incoming enquiries.

Administration & Team Support:

• Manage calendars, meetings, internal schedules and team logistics.
• Support onboarding and offboarding (accounts, equipment, welcome packs, etc.).
• Maintain internal documents, policies, and admin systems.
• Coordinate travel bookings and accommodation when needed.
• Assist with agency-wide planning and general admin support.
• Support operations director with check in and follow ups on job health and related efforts.

Traffic and Studio Visibility Support:

• Support the Traffic Lead and running the traffic department.
• Help manage studio capacity, escalating priorities that are conflicting and flagging over-allocation.
• Ensure jobs move smoothly from brief to delivery, with clear handoffs and no stages sitting idle.
• Maintain the project management infrastructure and holding the team accountable to using it correctly.

Finance and Bookkeeping Support (Bonus / Preferred):

• Raise and track invoices, purchase orders, and expenses.
• Support bookkeeping tasks (Xero).
• Liaise with external accountants or payroll providers.
• Maintain clean records of receipts, subscriptions, and supplier payments.
• Support monthly admin reporting (simple summaries, spend tracking, etc.).

Culture & Team Experience:

• Help shape a warm, supportive studio culture.
• Coordinate team moments: birthdays, celebrations, agency lunches, etc.
• Support internal comms and team wellbeing initiatives.
• Be a friendly, steady presence in the day-to-day life of the agency.
  

Qualifications

• Strong admin and organisational skills.
• Excellent communication and people skills.
• Confident managing multiple tasks and priorities.
• Comfortable working independently and taking initiative.
• Great attention to detail and follow-through.
• Bookkeeping or finance admin experience.
• Experience using Xero and Magnetic Software advantageous.
• Experience in a creative agency/studio/fast-paced team environment.
• Interest in people ops, culture-building, and team wellbeing.
• Highly organised and process-minded, project management experience preferred.
• Warm, professional and approachable.
• Practical, solutions-focused and proactive.
• Discreet and trustworthy with confidential information.
• Strong written and verbal communication.

Tools & Systems (examples):

• Google Workspace (Docs, Sheets, Calendar)
• Slack
• Magnetic / ClickUp
• Xero (ideal)
• Basic spreadsheet confidence (must-have)
  

Additional Information

Candidates must be legally authorized to live and work in the country where the position is based, without requiring employer sponsorship.

HelloKindred is committed to fair, transparent, and inclusive hiring practices. We assess candidates based on skills, experience, and role-related requirements.

We appreciate your interest in this opportunity. While we review every application carefully, only candidates selected for an interview will be contacted.

HelloKindred is an equal opportunity employer. We welcome applicants of all backgrounds and do not discriminate on the basis of race, colour, religion, sex, gender identity or expression, sexual orientation, age, national origin, disability, veteran status, or any other protected characteristic under applicable law.