Office Manager, Receptionist – PA & Team Support

Karla Otto is a globally recognized public relations and communications agency, founded in 1982, with offices in 15 key cities across the UK, EMEA, US, and Asia. With a strong presence in fashion capitals such as Milan, London, Paris, and New York, the agency has built a reputation for representing some of the most prestigious names in fashion, beauty, and lifestyle.

In 2017, Karla Otto merged with K2 to form THE INDEPENDENTS—a global marketing, design, and communications group. This collective brings together industry leaders who share a commitment to innovation, excellence, and thoughtful collaboration across the luxury and lifestyle sectors.

At Karla Otto, our team of expert strategists, designers, planners and publicists are dedicated to delivering exceptional results and establishing long-term partnerships with our clients. We are passionate about the world of fashion, beauty, and luxury, with everyone bringing their unique expertise and insights to the table. We are driven by a shared commitment to excellence and a deep understanding of the ever-evolving industry landscape.

Karla Otto London is looking for an enthusiastic, proactive, and self-motivated individual to join the team as an Office Manager & Reception Lead. This is a key role in ensuring the smooth day-to-day running of the office, acting as the first point of contact for visitors, and providing occasional PA support to Senior Management.

You’ll be responsible for maintaining a welcoming and efficient front-of-house environment, managing general office operations, and supporting the leadership team with administrative tasks as required. This role would require an in-office presence 5 days a week.

Key Responsibilities

Office & Reception Management

• Serve as the first point of contact for the agency – greeting guests, answering calls, and managing deliveries in a professional and welcoming manner
• Ensure the reception area is always tidy, presentable, and well-stocked with relevant materials
• Record and manage office expenditure, budgets, and supplier invoices
• Managing the office support rota, in collaboration with the communications department.
• Organise office layout and maintain supplies of stationery and equipment
• Oversee the condition of the office, coordinating with cleaners, maintenance providers, and contractors as needed
• Negotiate and manage office insurance and service contracts
• Review and update health & safety and fire safety policies, ensuring compliance across both office sites
• Coordinate regular testing of electrical equipment and safety devices
• Manage office subscriptions (magazines, newspapers, digital platforms)
• Maintain accurate records, files, and documentation in line with company policy

PA & Administrative Support

• Provide day-to-day administrative support to the Senior Management team including but not limited to minute taking and meeting scheduling, diary management, travel bookings, expenses, and occasional research or presentation support
• Wider project and event management support
• Manage the info@karlotto mailbox and direct emails to relevant stakeholders.

Key Attributes

• Previous office management experience, with exposure to PA duties preferable.
• Experience working in a fast-paced environment dealing with tasks under pressure.
• Must be efficient in Microsoft Office.
• Efficient time management skills and ability to think outside the box to meet expectations
• Strong communication skills (both written and oral), research, and organisational skills
• Displays leadership qualities and effectively delegates where appropriate
• Prioritises and manage multiple projects simultaneously, and follows through on issues in a timely manner
• Generates novel and useful ideas and solutions to everyday problems and challenges
• Accomplishes tasks accurately, thoroughly, and with a keen eye for detail
• Takes ownership for specific projects without supervision
• Willing to go above and beyond the call of duty to complete a project accurately and on time
• Highly motivated and enthusiastic
• Strong work ethic and sense of urgency.