Office Manager (Part time)

ABOUT AREBYTE

Founded in 2013, arebyte is a leading organisation in the field of digital and emerging media art, exploring the impact of technology in our contemporary society through an ambitious programme of exhibitions, performances, workshops, and educational activities both in person and online.

In parallel with our artistic programme, arebyte supports London’s creative community by working with private landlords, developers, and local authorities to provide affordable studios and co-working spaces

We have entered an exciting new chapter of development as an Arts Council England National Portfolio Organisation (2023–2027). It is a pivotal moment to join arebyte as we relocate our art programme to a newly secured temporary site in Camden, which also houses 100 artist studios and creative offices.

ABOUT THE ROLE

The Office Manager at Arebyte is a highly administrative and detail-oriented role focused on the financial and tenancy administration of our creative workspaces. This role involves managing financial transactions, tenancy agreements, and database systems to ensure a smooth and organised process for workspace lettings.

Key responsibilities include issuing invoices, generating bills, processing payments, and maintaining financial records in our accounting system Xero, as well as handling tenancy agreements, tenant communications, and managing departures.

The Office Manager will also update listings on the Arebyte website and other platforms to promote available spaces and ensure visibility with potential tenants.

The ideal candidate will be highly organised, with a strong attention to detail, and experience in managing sensitive financial and tenancy data. Excellent time management and a proactive, problem-solving mindset are key, along with a passion for supporting the creative sector and ensuring a positive tenant experience.

KEY DUTIES AND RESPONSIBILITIES

• Invoice Generation and Management: Produce and issue rent and utilities invoices to tenants using Xero, ensuring timely invoicing and efficient payment collection. Follow up on overdue payments and coordinate with tenants to establish payment plans where necessary.
• Bill Processing: Generate and manage bills for contractors, suppliers, freelancers, and team salaries in Xero. Prepare drafts for approval by the Managing Director, ensuring accurate and timely processing.

• Tenancy Administration: Prepare, administer, and ensure the timely execution of tenancy documents for incoming tenants, including leases and agreements.
• Tenant Departures: Manage the vacating process for tenants, from acknowledging notice to facilitating the timely return of deposits, ensuring compliance with tenancy agreements.
• Database Management: Maintain and update accurate records of lease agreements, tenant details, and contact information to ensure data integrity and compliance across all relevant databases.

• Tenant Relations: Serve as the primary point of contact for current and prospective tenants, handling inquiries related to contract terms, studio use, and general enquiries. Coordinate with site managers to ensure any building-related issues are promptly resolved.
• Policy Management: Ensure tenants adhere to arebyte’s studio policy. Communicate any updates or changes to the policy clearly and in a timely manner. Where appropriate, propose policy updates to the Managing Director and support the preparation of relevant documentation.
• Issue Resolution and Feedback: Respond to tenant feedback in a timely and professional manner, resolving issues efficiently and maintaining positive tenant relationships.

• Listings Management: List available studio spaces across various platforms, including the website (Squarespace CMS) and external platforms (Gumtree). Regularly update listings, amenities, and promotional content to enhance visibility and attract prospective tenants.
• Inquiry and Application Processing: Manage incoming inquiries ad applications for available workspace, ensuring quick and efficient responses.
• Viewings: Schedule and conduct viewings for prospective tenants, providing detailed information about the space, lease terms, and facilities. Ensure a professional, welcoming experience and answer any further questions.
• Waiting List Management: Maintain and update a waiting list for available spaces, ensuring prospective tenants are kept informed of space availability and updates.

ESSENTIAL REQUIREMENTS

Essential

• 3+ years of experience in an administrative role, with a strong focus on financial transactions, database management, and record-keeping.
• Proficiency in Xero or similar accounting software for generating invoices, processing payments, and managing financial records.
• Exceptional attention to detail and a methodical approach to handling sensitive financial and tenancy data.
• Strong organisational skills to manage detailed administrative processes and ensure compliance with financial deadlines.
• Confidence in liaising with tenants regarding contract terms, notices, and payment matters.
• Ability to work independently, prioritising tasks effectively while managing multiple deadlines.
• A proactive and problem-solving mindset to handle financial and administrative challenges efficiently.

Desirable

• Experience in property, studio/coworking, or arts tenancy management, including lease administration and legal documentation (training provided).
• Familiarity with CRM databases for managing tenant records.
• Familiarity with Squarespace and online platforms (e.g., Gumtree) for updating workspace listings.
• Interest in the creative industries and supporting artist-led communities.

Expected start date: August 2025 (exact date TBD)

Location: London, NW19LN (Camden)

Hours: 9:30am – 6pm, with TOIL for events outside of working hours.