About Soul Mama
At Soul Mama, we are all about bringing soulful experiences to life through exceptional
food, world-class live music and vibrant culture. Our mission is simple: to create
unforgettable experiences that nourish both the body and soul.
As one of London's fastest-growing live music venue and restaurant brands, we pride
ourselves on creating high-energy spaces where music, community and hospitality
come together.
Our Office Manager plays a key role in supporting the smooth day-to-day
administration of the business, ensuring operational records, documentation
and systems are maintained accurately and efficiently while providing
exceptional administrative support to the Chief of Staff and wider management team.
Job Overview
Provide day-to-day administrative support to the Chief of Staff and operational management team. Maintain accurate business records, update operational trackers, organise electronic filing systems and ensure administrative tasks are completed accurately and within required timescales. Assist with preparing reports, maintaining business documentation and supporting operational projects as required.
Document Management
Maintain and update company policies, procedures, operational manuals, forms, templates and internal documentation. Ensure version control is maintained, archived documents are stored appropriately, and current documents are readily available to the management team. Support the creation and formatting of new operational documentation when required.
Financial Administration
Maintain invoice trackers and administrative records relating to suppliers, contractors and operational expenditure. Process supplier invoices, update payment trackers, maintain purchase records and assist the Chief of Staff with administrative reporting and document preparation. Ensure all financial administration is accurate, organised and completed in accordance with company procedures.
Compliance Administration
Maintain administrative records relating to Health & Safety, food safety, contractor
documentation, insurance certificates, licences, training records and statutory
compliance. Monitor review dates and notify the Chief of Staff of upcoming renewals or actions required to maintain compliance.
Meeting & Business Support
Coordinate meetings by preparing agendas, organising documentation, recording meeting minutes where required and following up on agreed actions. Support the preparation of operational reports, presentations and business documentation while ensuring information is communicated accurately across the business.
Guest Experience Support
Provide operational cover for the Guest Experience Representative during annual leave, sickness or periods of increased demand. Respond to telephone calls, guest enquiries, accessibility requests, reservations and customer emails in accordance with Soul Mama service standards. Support the management of guest databases and booking administration while maintaining a professional and welcoming approach.
Communication & Coordination
Act as a central administrative support function for the business, ensuring effective communication between departments and maintaining organised administrative systems. Distribute operational updates, maintain shared documentation and assist with coordinating day-to-day business activities across the venue.
Skills & Experience
Previous experience in an Office Administrator, Office Manager, Executive Assistant, Personal Assistant or Operations Assistant role is essential. Excellent organisational skills with the ability to manage multiple priorities while maintaining exceptional attention to detail. Strong written and verbal communication skills together with excellent IT proficiency, including Microsoft Office and Google Workspace.
Previous
experience within hospitality, leisure, events or customer-focused environments would be advantageous.
Soul Mama LimitedCore Competencies
- Administrative excellence
- Organisation and planning
- Attention to detail
- Excellent written and verbal communication
- Time management
- Problem solving
- Initiative
- Confidentiality and discretion
- IT proficiency
- Customer service focus
- Professionalism
- Commitment to Soul Mama standards
Essential Requirements
- Previous experience within an office administration or business support role.
- Excellent organisational and administrative skills.
- Strong IT skills, including Microsoft Office and Google Workspace.
- Excellent written and verbal communication.
- Ability to manage confidential information professionally.
- Ability to prioritise workload and work independently.
- Full-time availability.
Desirable but not essential
- Previous experience within hospitality, leisure or live events.
- Experience using BrightHR, BrightSafe, OpenTable, Square and Google Workspace.
- Experience supporting payroll administration and invoice processing.
- Knowledge of operational compliance and business administration.
- Project coordination experience.
Pay: Up to £35,000.00 per year
Benefits:
- Discounted or free food
- Employee discount
Experience:
- Administrative: 2 years (required)
Language:
- Fluent English (required)
Work authorisation:
- United Kingdom (required)
Work Location: In person
