BACKGROUND
Founded in 2002, Sweet&Chilli is a leading global drinks agency at the cutting edge of drinking culture and innovation headquartered in London, Sydney, Los Angeles and São Paulo. We work with brands on drinks strategy, trade advocacy and brand experience, with a drinks first approach connecting brands to both the bartending trade and the cocktail loving general public!
Within Sweet&Chilli Event Production we work with global drinks brands, luxury fashion houses, sportswear, VIPs and more on full scale event production, brand activations, launch parties, corporate events, intimate cocktail parties, festivals and gatherings.
In S&C UK, we are broadly split into Strategy & Advocacy, Creative and Event Production. These departments are supported by our Client Services, Finance and Operations teams.
Nine Lives is a neighbourhood cocktail bar which is located downstairs from the agency and this role will have some responsibilities with Nine Lives and the General Manager.
Job role
In this specific role, you have the responsibility for managing the busy studio of our busy agency and ideally supporting the Managing Director and management team on HR and People related areas.
We are looking for a multi-tasker who is highly meticulous and loves to get things done. Someone who is highly organised and is comfortable in all areas of operations including IT, facilities management, supplier relationships and helping us to deliver the best guest experience for our clients and partners when they visit S&C
The role will be office-based at Sweet&Chilli’s HQ (8 Holyrood St, London SE1 2EL)
You will be reporting directly into the Managing Director Lisa Hill.
DIRECT RESPONSIBILITIES
Studio Management
1. Manage the suppliers for all things office based including Telecoms, Printing, Waste Management, Recycling, Cleaning, Office Supplies, Security and Facilities
2. Maintain the condition and maintenance of the office and arrange for all necessary repairs and upkeep
3. Negotiate and manage supplier contracts and relationships to ensure the best service and cost efficiencies
4. Organise office space particularly all storage areas and desk areas to ensure a clutter free and inviting environment
5. Oversee and enforce adherence to office policies and procedures, including H&S compliance and fire safety
6. Ensure the building is H&S and Fire Safety compliant at all times
7. Responsible for ensuring S&C is safe and secure before leaving (check that all heaters in office are switched off, all windows are locked, fans and TVs are off)
8. Ideas and enthusiasm to help create and maintain a great working space and keep our house plants happy!
Administration
1. Support the leadership team (CEO, ECD and MD) in any ad-hoc administrative tasks as required
2. Manage transport and accommodation requests for all S&C departments when required
3. Arrange couriers and accept deliveries for the team members as required
4. General office admin for the S&C operations as required
Guest Experience
1. S&C work within the hospitality industry and pride ourselves on the quality of our service and delivery. As such, we need to showcase this in all areas. You are the face of S&C and need to ensure all our visitors are welcomed in a timely and friendly manner
2. Manage and assist in the organisation of all meetings taking place within the office (ensuring meeting room is always clean and fit-for-purpose)
3. Ensuring all our client meetings and workshops are set-up and managed with meticulous attention to detail and preparation including all things technical (TV, Apple TV, Conference speakers etc)
IT Savvy
1. Comfortable with all things IT (Apple Macbook, Microsoft 365, IOS, hardware such as desktop screens & HDMI cables, WiFi, speakers)
2. Manage the relationship with & handle remote fixing as advised by our remote IT partner
3. Manage IT requirements and setting up equipment and emails for new starters
4. Keep updated record of all IT equipment held by S&C staff
5. Keep updated record of all emails for both Sweet&Chilli UK, USA and Nine Lives and the relevant Microsoft licenses required
Nine Lives Bar
1. CCTV: Daily monitoring and support with anything unusual, point of contact Between S&C and NL
2. Venue Security: Alarm. BBAS Point of contact
3. Maintenance and organising call outs for repairs, maintenance, cleaning and other services as required
4. Receive, check and sign for and store all deliveries outside NL working hours and before 3pm including Mondays (and ensure paperwork and invoices are given to NL)
HR
1. Support with all HR administration, recruitment processes including reviewing CVs and interviewing, and annual appraisals
2. Work with the S&C teams on wellbeing and people welfare
3. Work with management team on ways to create and retain a happy and healthy work culture
GENERAL RESPONSIBILITIES
1. Ensure excellent customer service and quality control in all aspects of role
2. Identify and propose improved ways of working
3. Identify your own personal development/training requirements in order to maximise effectiveness in this role
4. Identify, establish and maintain an accurate record of all relevant client contacts
5. Ensure all work is both H&S & CSR compliant
PERSONAL COMPETENCIES & REQUIREMENTS
You are passionate with a strong team spirit who is highly organised and prepared to work in a fast-paced environment, with a practical approach to tasks & attention to detail.
1. Practical and demonstrable work experience in a similar role
2. Excellence time management
3. Strong customer/client service and 3rd party communication skills
4. Punctual, self-motivated, strong organisational and problem-solving skills
5. Strong business acumen, proficient numeracy skills and analytical skills
6. Exceptional communication skills
7. Good IT literacy across full Microsoft Office 365 suite and all IOS software
8. HR CIPD qualification would be a benefit
COMPANY BENEFITS
- Pension contributions via Aviva (5% employee deduction and 3% employer contribution)
- Private healthcare provided by Aviva after 1 year of employment
- 50% discount on all drinks and 25% on food for up to 4 guests at our neighbourhood cocktail bar Nine Lives, our pub in Clerkenwell The Gunmakers including food by Tigre Tacos
- ClassPass subscription for fitness & wellness after successful completion of probation period
- Friday 5pm team drinks at Nine Lives twice per month
- Cycle scheme (discounted payment plans on new bike and accessories)
- Office always stocked with plentiful organic fruit, coffee and breakfast foods
- After a successful 6 month probationary period, you are entitled to our companywide bonus scheme which is paid twice per year if you carry out all key roles and general responsibilities in your job description, and S&C meets its company revenues and profitability targets.
HOURS OF WORK / HOLIDAY
Monday to Friday 5 days per week, 09:00 – 17:30 (with 30 minutes for lunch).
In line with the nature of the hospitality and events industry, you may be required to work additional hours as may be necessary for the performance of your duties without extra remuneration.
Holiday – 20 days per calendar year pro rata, with no roll over & inc. compulsory days at Christmas (increased to 25 days after the first year of full employment).
