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. 

You’re the person who notices the popcorn machine is empty and replenishes it before anyone has to ask. You remember that someone’s birthday is coming up and have already organised something thoughtful to celebrate. You’re proactive, attentive, and naturally create an environment where people feel welcome and looked after.

You bring an energy that lifts a room, not because you’re the loudest voice, but because you genuinely enjoy working with people and take pride in creating exceptional experiences for those around you. You understand that culture is built through the little things and that thoughtful gestures and operational excellence can make a big impact.

You’ve spent time in an advertising or marketing agency, so you know the pace, personalities, and rhythm of creative environments. You thrive in fast-moving, dynamic settings where people are creative, opinionated, and constantly juggling priorities, and you’re the steady, positive presence that keeps everything connected and running smoothly.

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 end to end travel bookings and accommodation when needed.
• Assist with agency-wide planning and general admin support.
• Assist the Accounts department from time to time to ensure invoices are timeously processed and any finance related queries are dealt with quickly and resolved.

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.

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.

PA and Admin Support for MD and Senior Executives

• Diary and meeting management, scheduling coordination.
• Email management and correspondence support.
• Ad hoc admin and personal assistant tasks as needed.

• Agency background is non-negotiable - you’ve worked in Advertising, Marketing or a Creative agency and you know the culture inside out.
• 3 - 6 years in an Office Management, PA or Operations role.
• Naturally positive, upbeat and proactive - you don’t wait to be asked, you just do it.
• Sharp organiser who can hold a lot of plates without dropping any.
• Warm, personable communicator who puts people at ease immediately.
• Reliable, present and fully committed to being in the office full-time.
• 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)
   

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.