Job Title: Office Manager

Reporting to: Directors
Location: Thaxted, Essex (local transport links are limited, so ideally you will live locally or drive).
Working Hours: Negotiable but ideally 30 hours. Studio based. Must be available for full office hours on Fridays, but there is flexibility for which other days / hours are worked to reach contracted hours.

Apolina Values

Alignment to our company values is the most important characteristic we look for in all employees. Our values are the behaviours that we appreciate above and beyond anything else. We are considerate and responsible, open-minded and positive, we have a deep appreciation of craft. We strive for constant improvement and we empower and trust you to take ownership of your departments. 

About the Role:

We are seeking a highly organised, proactive and people-focused Office Manager to oversee the day-to-day operations of our office and team, made up of 10 other employees. This role is central to ensuring the studio runs smoothly, supports the team’s creative workflow, and maintains a safe, productive, and positive working environment.

They will manage studio operations, HR administration, Health & Safety compliance, facilities, and key support functions that enable the team to work efficiently.

The ideal candidate is a highly organised, proactive and resourceful individual who thrives in a fast-paced creative environment. They are confident in managing multiple priorities at once and bring a calm, solutions-driven approach to day-to-day studio operations. With strong interpersonal skills and a natural ability to support and motivate others, they help maintain a positive and collaborative studio culture.

They will have solid operational, office management and HR management experience, and feel comfortable overseeing HR processes, Health & Safety compliance and facilities management.

Key Responsibilities:

Studio and Office Management

• Oversee the daily running of the office, ensuring a professional, organised and well-maintained environment.
  
• Coordinate office maintenance schedules, team calendars and workflow logistics to ensure smooth operations.
• Manage office resources, equipment, stock and supplies, ensuring everything is functional and well-maintained.
• Act as the main point of contact for suppliers, contractors and service providers.
• Ensure the studio is clean, safe and visually aligned with the brand.
• Assist with coordinating samples, deliveries and studio logistics related to design and production.

HR & People Support

• Support the leadership team with HR administration including contracts, onboarding, offboarding and maintaining personnel files.
• Manage staff schedules, holiday calendars and sickness records.
• Maintain a positive, supportive studio culture and act as a first point of contact for day-to-day staff queries.
• Coordinate recruitment logistics (posting roles, scheduling interviews, communicating with candidates).
• Support performance review processes and employee wellbeing initiatives.
• Organise and co-ordinate team away days.

Health & Safety

• Ensure the studio complies with all relevant Health & Safety legislation and industry guidelines.
• Conduct regular H&S checks, risk assessments and maintain safety documentation.
• Ensure staff are trained in key safety procedures and that onboarding includes H&S orientation.
• Manage incident reporting and follow-up actions.
  

Facilities & Maintenance

• Liaise with Directors on repairs and maintenance needs.
• Oversee cleaning schedules, waste management and general upkeep of the studio.
• Ensure security systems and access protocols are maintained and monitored.
• Offer IT support to colleagues when needed, including organising external consultant assistance when needed.
  

Financial & Administrative Support

• Manage studio-related budgets including supplies, equipment and contractor services.
• Liaise with our Finance Controller to process invoices, expense reports and perform basic bookkeeping tasks where required.
• Support the Directors with administrative duties, documentation and scheduling.
  

Operational Process Improvements

• Review and refine studio processes to improve efficiency and clarity.
• Implement new systems or tools that support workflow, communication and productivity.
• Maintain up-to-date documentation of operational procedures.
  

Preferred experience:

• Strong organisational and multitasking skills with a hands-on, solutions-focused approach.
• Experience in office, studio, or operations management—preferably within a fashion or creative environment, with experience managing and developing junior team members.
• Knowledge of basic HR processes and Health & Safety standards.
• Excellent communication skills and the ability to work effectively with a small, dynamic team.
• High level of discretion, professionalism and emotional intelligence.
• Proficiency in standard Google applications (Gmail, Meet, Sheets, Slides) and workflow tools.

What We Offer:

• A creative and supportive working environment.
• Flexible working hours.
• Auto-enrolment into pension scheme.
• Hands-on, varied role within a small, passionate team.
• A meaningful position supporting a fashion-led brand that values quality, care and conscious production.
• Competitive salary, dependant on experience. To be discussed at interview stage.
  

How to Apply:

• Please email your CV and cover letter to meghan@apolina-kids.com, with the job role in the title.
• Closing date for application is 12th May.