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Office Manager – London, UK
About Frontiers
At Frontiers, our purpose is simple yet ambitious: to make science open. We believe open science empowers the global scientific community to accelerate discovery and develop the solutions needed for healthy lives on a healthy planet.
We are one of the world’s largest and most influential open-access research publishers. Every article we publish is peer-reviewed and quality-certified, ensuring research is accessible to everyone, everywhere. To date, Frontiers research has been viewed over 4 billion times, demonstrating the real-world impact of science without barriers.
Joining Frontiers means being part of a global, mission-driven organization at the intersection of science, technology, and innovation—working alongside passionate colleagues who care deeply about advancing knowledge for the benefit of society.
To learn more about our impact and culture, watch this video.
The Role
We're looking for an experienced and proactive Office Manager to oversee the smooth daily running of our London hub, ensuring a professional, safe, and welcoming environment for all employees and visitors.
As the primary onsite point of contact, you will manage facilities, vendors, workplace standards, onboarding, and employee support. You’ll play a key role in helping create an environment where employees can perform at their best while ensuring the workplace aligns with our culture, values, and brand.
This is a hands-on role suited to someone who enjoys taking ownership, takes pride in operational excellence, balances attention to detail with a practical, solutions-focused approach, and ensures a consistent, high-quality workplace experience.
Key Responsibilities
Office Operations & Facilities Management
- Oversee the daily operation of the London office, ensuring the workplace remains safe, professional, well-maintained, and fully operational
- Act as the primary onsite contact for:
- Building management
- Coworking providers
- Cleaning and maintenance teams
- Contractors and vendors
- Manage access control, visitor processes, deliveries, and office security procedures
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Vendor & Contract Management
- Partner with IT, Security, People, and internal teams to ensure seamless workplace operations and employee support
- Coordinate maintenance, repairs, and workplace improvements in partnership with the Head of Events & Workplaces
Logistics & Interdepartmental Support
- Provide onsite support for employees’ day-to-day needs, fostering a positive office experience
- Assist with:
- Meetings, workshops, and leadership visits (room setup, catering coordination, logistics)
- Onboarding and offboarding processes, including workspace setup and equipment provisioning
- Health & safety activities (incident reporting, drills, inspections, compliance documentation)
Office Administration & Resource Management
- Manage office supplies, furniture, equipment, and inventories, ensuring cost-effective procurement and proper stock levels
- Track vendor performance, budgets, invoices, and contracts, maintaining service quality and value for money
- Develop, maintain, and continuously improve local office procedures, guidelines, and playbooks
About You
You are a highly organized, service-oriented professional who takes ownership and thrives in environments where people can flourish. You balance strong operational discipline with a people-focused mindset, recognize the importance of workplace experience, and excel in fast-paced, multi-priority environments.
Key traits: ✅ Strong operational and organizational skills ✅ Fluent written and verbal English ✅ Experience in office management, facilities, or similar roles ✅ Confident in managing multiple stakeholders and priorities simultaneously ✅ Proactive with a sense of accountability and ownership ✅ Comfortable with health & safety processes and workplace compliance
Bonus Qualifications: 🔹 Experience in coworking environments or landlord/vendor management 🔹 Knowledge of health & safety policies 🔹 Basic IT/AV troubleshooting experience 🔹 Passion for workplace culture, sustainability, and employee experience
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Requirements
| Requirement | Preferred Duration/Experience |
|---|---|
| Experience in office/workplace management | 3+ years |
| Vendor/contract management | Relevant experience |
| Operational & organizational skills | Strong attention to detail |
| Workplace standards enforcement | In a professional office setting |
| Multi-stakeholder management | Handling diverse priorities concurrently |
| Communication skills (written/verbal) | Clear and professional |
| Health & safety compliance | Direct experience |
| Proactive mindset & ownership | Self-driven approach |
Benefits
We prioritize office presence and in-person collaboration, though adjustments are offered where needed in line with company policy.
Some of our benefits include:
- Extra wellbeing days on top of annual leave
- Up to 3 paid volunteering days per year
- 24/7 confidential Employee Assistance Programme (wellbeing, mental health, legal, financial support)
- Learning & development support via the Frontiers Learning Hub
- Competitive local benefits (healthcare, pension/retirement provision dependent on country)
Equal Opportunity Statement
Frontiers actively embraces diversity and is a safe and welcoming workplace. Recruitment is free from discrimination based on:
- Race
- National or ethnic origin
- Age
- Religion
- Disability
- Sex
- Gender identity
- Sexual orientation
With employees from over 50 nations, our diversity fosters vibrant teams that challenge us to appreciate multiple perspectives.
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