Office Manager - Coconut Lizard

Coconut Lizard is at the forefront of technology and creativity, delivering co-development video game services to our global triple-A clients. Our successful studio is continuing to grow and we are looking for an Office Manager to join our Operations Team. Our studio, part of the Keywords Studios Group, works on multiple exciting projects at any one time and our projects have included Hogwart's Legacy, Vampire: The Masquerade - Blood Hunt, Marvel's Guardians of the Galaxy, LEGO Star Wars: The Skywalker Saga, The Witcher 3: Wild Hunt, Alan Wake Remastered and Mafia II: Definitive Edition.

Our studio is based in Gateshead, Tyne & Wear and we offer an amazingly professional, fun and supportive working environment. We are passionate about what we do and pride ourselves on our inclusive environment, mentoring ethos and have been awarded 'Best Places to Work' multiple times by gamesindustry.biz including 2021 and 2022. In addition, we recently won ‘Best Creative Service Provider‘ at Develop 2022.

The Role – Office Manager

The ideal Office Manager will be as much a people-person as a systems person, integral to cultivating company culture and steering the ship in the right direction. Often the face of the studio environment, they will interact with visitors, customers, clients, and team members at every level daily. The Office Manager role will demand excellent organisation skills, efficiency and a personable and positive attitude. Day-to-day, this person be responsible for ensuring studio operations run smoothly. This will include everything from welcoming visitors, sending emails, maintaining supplies, juggling schedules and general tasks that will keep the company and its people productive.

Responsibilities

Manage and co-ordinate daily studio administrative activities, including health and safety, travel, maintenance and facilities.

Answer incoming calls and respond to enquiries, redirecting them as appropriate.

Receive visitors by greeting, welcoming, directing and announcing them appropriately. Provide hospitality assistance during their stay and booking taxis where required.

Maintain office security by following safety procedures and managing access control system (handling NDAs, issue visitor badges, visitor registration, fob management).

Receiving, sorting and distributing daily mail and deliveries; engaging appropriate parties to handle deliveries/collections.

Organising internal and external meetings i.e. (booking meeting rooms, ensuring necessary equipment is in place, organise catering etc.)

Prepare and send internal communications and announcements.

Organise and coordinate team meetings, onsite training, social events and wellbeing activities.

Responsible for purchasing and maintaining adequately stocked kitchens and office supplies, restock paper and printer consumables, and general upkeep of office equipment.

Process purchase requests, arrange POs and reconcile expenditure including checking quotes and invoices for accuracy.

Develop and maintain strong relationships with suppliers and contractors including monitoring service quality and addressing any issues or concerns.

Update relevant office policies and procedures, ensuring compliance with regulations and standards keeping all signage up to date.

Carrying out routine office health and safety checks.

Assist with office fitouts and regeneration projects.

Monitor admin service desk, assigning and picking up tasks.

Updating seating plans and assisting with desk moves/allocations and hot desk requirements.

Maintain the QMS with updated operating procedures for the operations team.

Supporting the onboarding of new starters working in the studio, hybrid and/or remotely.

Regular communication with our sister studio site in the North-West of England.

Provide general support and cover for others in the Operations Team where applicable.

Requirements

A natural ability to flex and adapt quickly to changing priorities in a fast-paced office environment.

Achieve organisational efficiency and nurture a pleasant work environment for our people to love.

Be an energetic professional, who doesn't mind wearing multiple hats and enjoys the administrative challenges of supporting an office of diverse people.

Experienced in handling a wide range of administrative and executive support-related tasks, while working independently with little or no supervision.

Strong attention to detail and problem-solving abilities.

Excellent written and verbal communication skills.

Ability to handle confidential matters and show discretion.

Able to handle competing priorities and deadlines effectively and respond well to last-minute, high-priority, and time-sensitive projects.

Strong adherence to values of inclusion and diversity in the workplace.

Trustworthy and engaging attitude with the ability to transmit that energy.

Proficiency in using office software, including MS Office and office equipment (printers, scanners, laminators etc.) as well as have technical aptitude for learning new tools on the job.

Benefits

Benefits & Perks – just some of the many offered by d3t alongside a great work environment:

25 days holiday (+ bank holidays + up to 5 days extra for length of service)

Company Pension Scheme

Flexible working hours (37.5 hours per week)

Private Medical Insurance Plan & Eye Care Scheme

Employee Share Scheme

Inclusive culture - an amazingly professional, fun and supportive working environment!

Annual Bonus – be rewarded for great teamwork!

Free Parking

Tech and Bike Scheme

Company Socials, Project Launch/Wrap Parties + Annual d3t Events

Breakout Areas – complimentary snacks to suit all dietary preferences etc.

1st Interviews will be via Teams video call and 2nd interviews will be held on-site at the Coconut Lizard studio.

Please note this role is 100% based in the studio/office.

Don't meet every single requirement? Not a problem - please apply. At d3t we are dedicated to building a diverse, inclusive and authentic workplace and culture. If this opportunity excites you but your current skills or past experience don't align perfectly with the job description, we encourage you to still apply. You may just be the right candidate for this or other roles within our team.