Company and Team Overview:
Talent Systems, LLC is the leading technology solution provider for casting and auditioning in the entertainment industry. Casting directors and agents worldwide use Talent Systems’ portfolio of products to source and manage talent across film, television, commercials, theater, and digital projects, powering an unparalleled, global casting software ecosystem.
We are headquartered in Los Angeles and operate in the US, Canada, the UK, Australia, and India. Our portfolio brands include Casting Networks, Spotlight, Cast It Systems, Cast It Talent, Casting Frontier, Staff Me Up, Tagmin, and Cast It Reach.
Job Purpose:
The Office manager & EA is responsible for both the effective running of our new Talent Systems Europe Office based in Covent Garden, but also supporting the MD with administrative and executive support.
The role is responsible for coordinating office activities and operations. They will also be responsible for facilities management, including space planning, vendor contracts and relations, and facilitation of all office functions and services.
Duties and Responsibilities:
Facilities Management
● Be the first point of call for all internal enquiries relating to maintenance and facilities management at 16 Garrick Street.
● Identify and report building faults and undertake minor repairs where appropriate. Ensure all faults are logged and dealt with in a timely manner and that the relevant contractors are commissioned if the fault can’t be resolved internally
● Act as a point of contact for external contractors and monitor their on-site activities. Ensure all contractors are fully briefed on health and safety, conduct quality control checks and end of day discussion.
● Project manage small scale projects related to the new space and ensuring it remains collaborative and fit for hybrid working, including desk and equipment moves, refurbishment, decorating programme, equipment replacement liaising with IT and other stakeholders as necessary
● Control, approve and sign off maintenance invoices
● When required, prepare meeting rooms prior to Clients’ arrival
Health and Safety
● Ensure security, fire prevention and health and safety systems are regularly inspected and maintained to appropriate standards e.g. fire systems, fire extinguishers, intruder alarm systems etc. In the event of a fire, initiate the emergency response activities
● Develop and maintain all health and safety record keeping including fire safety checks, fire alarm tests, risk assessments, master Health and Safety file
● Liaise with our office management and landlord to ensure the building remains compliant with all needs.
Office Management
● Process and deliver incoming and outgoing mail daily
● Oversee the distribution of goods delivered to the office, arrange returns, ensure all invoices received are correct and passed to Accounts
● Manage and maintain stationary, kitchen and sundry supplies, ensuring stock levels reflect the needs of the business and allowing for efficient stock rotation
● Ensure that general rubbish and recycle waste are removed from the building for collection each day and ink toners and used batteries are recycled in line with company policy
● Ensure confidential waste is disposed of securely and in a timely manner
● Support the MD, HR, and Events team with the facilities running internal facing events including food and beverages, location and travel arrangements
● Managing the cleaners on a daily basis to ensure the office is clean and hygienic and organising temporary cover when needed.
Administrative support
● Support the MD to run the UK office effectively, maximising 16 Garrick Street as a collaborative working space and hybrid hub for TSEL
● Act as the point of contact for external clients & partners
● Support the MD to manage routine correspondence and triage emails
● Manage, set up and minute meetings for the MD and assigned meetings
● Make travel and accommodation arrangements
● Support with the formatting of information for internal and external communication – memos, emails, presentations, reports
Qualification & Attributes:
● Proven administrative experience
● Strong time-management skills and multitasking ability
● Excellent written and verbal communication skills
● Proficient in Microsoft Office and Google suite, with aptitude to learn new softwares and systems
● Solid interpersonal skills with an inclusive approach
● Attention to detail to submit work or send communications without errors
● Adaptability and flexibility to adjust priorities for whatever tasks is most important at any given time
● Ability to handle sensitive information and changing situations in a calm and professional manner
Inclusion at Talent Systems
At Talent Systems we are committed to attracting diverse talent that represents the society we live in and the diversity of our customers. We aim to be inclusive of all staff regardless of age, sexuality, socio-economic background, disability, ethnicity, gender, religion, or beliefs. We are committed to building a culture of belonging and this is reflected in our policies, practices, active internal employee-led network and supported by our executive leadership team.