Operations Manager

About the Role

We are seeking an experienced and highly organised Operations Manager to provide operational continuity at an ambitious and fast-paced architectural lighting design practice during maternity leave.

Working across various studios: [Employer hidden] London, [Employer hidden] Bespoke, Studio N London, and [Employer hidden] Lisbon, you will ensure that day-to-day operations, finance administration, and governance run smoothly.

This is a hands-on, varied role suited to someone comfortable working across multiple business functions in a creative studio environment.

There may also be an ad-hoc strategic project during the contract period, supporting and coordinating a potential office move in early 2027, so experience managing office relocations and logistics is highly desirable.

Key Responsibilities

• Maintain operational systems, policies, and documentation across UK and European entities.
• Oversee organisational IT software and infrastructure, acting as primary liaison with external IT providers.
• Coordinate legal, insurance, ISO, and compliance requirements.
• Manage office facilities, suppliers, contractors, and landlord relationships.
• Line-manage the Office Manager.
• Prepare agendas, facilitate and minute monthly management and quarterly board meetings.
• Support planning and coordination of a potential office move in early 2027, including logistics, contractors, and fit-out coordination.
• Monitor cash flow, debtors, creditors, bank accounts, and credit cards.
• Oversee bookkeeping and accountant services.
• Coordinate VAT, Corporation Tax, R&D claims, and loan administration.
• Prepare monthly financial reports, P&L summaries, and KPIs for Directors.
• Track charge-out rates across global offices.
• Manage intercompany invoicing and reporting.
• Monitor accounting system (Xero).
• Coordinate onboarding and offboarding processes.
• Manage payroll and benefits administration.
• Handle visa administration with external advisors.
• Maintain HR systems (BambooHR).
• Support the Head of People, Culture & Engagement.
• Assist with pre-qualification and tender documentation.
• Support PR and marketing activity tracking and reporting.
• Coordinate website administration (domains, security, updates).
• Manage project invoicing, coordinating with team leads and the project manager.
• Review project contractual requirements
• Support project profitability, team timesheet reporting.
• Assist with project management system (Rapport3).

Person Specification

Essential Skills & Experience

• Proven experience in an Operations Manager or similar role within a creative, professional services, or SME environment.
• Strong knowledge of business operations, finance administration, HR coordination, governance, and facilities management.
• Experience managing IT systems through external IT providers.
• Basic knowledge working with accounting system Xero.
• Excellent organisational skills and ability to manage multiple priorities.
• Strong written and spoken English with good numeracy and IT skills.
• Ability to remain calm and solutions-focused under pressure.
• Strong interpersonal skills with an empathetic, collaborative approach.
• Experience coordinating or managing an office move.

Working Pattern & Benefits

• Hours: 9am – 5:30pm Monday–Thursday, half-day Friday (9am–1pm)
• Hybrid: Office-based Tues–Thurs in Waterloo, with WFH Mon/Fri (subject to business needs)
• Salary: Commensurate with experience
• Benefits include:
• - Subsidised gym membership
• - Cycle to Work scheme
• - Pension scheme
• - Mental health & wellbeing support
• - 23 days holiday + public holidays + birthday leave

To Apply

Please submit your CV to [contact hidden] with a covering letter explaining your suitability for the position.