Office Manager

The Office Manager supports the efficient operation, safety, and upkeep of the organisation’s buildings and workspaces. The role ensures that facilities, equipment, and services are well-maintained, compliant with regulations, and responsive to employee needs. This position works closely with internal teams, external contractors, and service providers to deliver a high-quality workplace experience.

Responsibilities:

• Facilities Operations — Oversee daily building operations across the group, including all systems/services, room setups, cleaning schedules, and general upkeep.
• Maintenance Coordination — Log, prioritise, and track maintenance requests; schedule repairs; liaise with engineers, contractors, and vendors to ensure timely resolution.
• Health, Safety & Compliance — Support compliance with workplace safety standards, conduct routine inspections of the offices, and maintain documentation for audits and regulatory requirements. Ensure any internal teams, external contractors and service providers submit correct and approved H&S documentation and comply accordingly.
• Vendor & Contract Management — Coordinate service providers such as but not limited to; cleaners, security, life safety, waste, catering, landscaping, HVAC, decorators, builders, monitor performance, and assist with contract renewals.
• Space & Asset Management — Maintain accurate records of office layouts, equipment inventories, and space utilisation; support office moves and reconfigurations.
• Budget & Procurement Support — Assist with purchase orders, cost tracking, and sourcing of supplies, equipment, and services for the offices.
• Employee Support — Act as the first point of contact for facility-related queries across the group, ensuring prompt and professional communication.
• Emergency Preparedness — Support fire safety procedures, evacuation drills, and incident reporting.
• Front of House – Where possible, greet all visitors and ensure they are welcomed appropriately and are met by their sponsor in a timely manner. Be willing to be based on the reception desk when larger meetings or events are taking place.
• Training Records – Fully maintain the company's training matrix, working with other teams to ensure records are always up to date. Also ensure all certificates are received and stored correctly for when needed.
• Company vehicles – The role may include assisting with the management of the company vehicles and grey fleet. This includes but is not limited to updating portals, ensuring vehicle checks are undertaken by everyone on time, arranging hire cars/lease cars where required, negotiating new lease deals, arranging servicing or repairs, running license checks.