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Office Manager
Department: Enabling : Operations & Offices
Location: United Kingdom
Description
The role will be responsible for the day-to-day running of the office, compliance, H&S, onboarding, offboarding.
Key Responsibilities
You'll play a central role in maintaining a safe, efficient, and welcoming workplace by:
- Managing the ordering of supplies and consumables for Head Office and other Anthesis UK (AUK) offices, including food, drinks, small IT equipment, ergonomic items, and ad hoc purchases.
- Ensuring all purchasing activities align with the Anthesis Sustainable Procurement Policy.
- Maintaining procurement records, updating spreadsheets, and producing reports as required.
- Acting as the first point of contact for guests, visitors, and suppliers.
- Coordinating the London cleaning team and ensuring they have the resources needed to perform their duties effectively.
- Building strong relationships with landlord representatives to ensure maintenance issues are addressed and completed to a high standard.
- Resolving minor maintenance issues and supporting larger office projects and works.
- Carrying out regular checks of meeting rooms, kitchens, and office facilities to ensure they remain operational, presentable, and fully stocked.
- Managing the daily scanning of incoming post.
- Maintaining high standards across all office environments.
- Supporting colleagues with Health & Safety communications and initiatives.
- Conducting daily office inspections and reporting equipment faults or maintenance concerns.
- Supporting office moves and workplace projects across AUK offices, including occasional travel when required.
- Keeping office notice boards accurate, relevant, and up to date.
- Conducting weekly fire alarm tests.
- Receiving, unpacking, and safely transporting deliveries throughout the office, including carrying supplies between floors where required.
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Finance
You'll help ensure the smooth running of operational finances by:
- Raising purchase orders (POs) for the Operations Team.
- Processing invoices and liaising with the Accounts Payable team in the Philippines.
- Managing Operations Team credit card purchases, expense claims, and associated administration.
- Maintaining the Cross Charging spreadsheet and ensuring quarterly submission to Accounts.
- Administering the energy portal and coordinating invoice processing.
Compliance
You'll contribute to maintaining a safe, compliant, and well-managed workplace by:
- Completing routine compliance checks and maintaining accurate records on the intranet.
- Ensuring documentation across all AUK offices remains current and compliant.
- Coordinating First Aid training requirements and monitoring first aid equipment across offices.
- To be trained as a Fire Warden and First Aider.
- Managing Fire Warden training records, certification tracking, and associated signage updates.
- Supporting Environmental Management System (EMS), Fire, and Health & Safety audits.
- Providing monthly printing statistics and supporting waste monitoring and reporting activities.
IT & People Support
You'll work closely with colleagues and stakeholders to support both IT and people-related processes by:
- Liaising with the London IT Support Engineer and IT infrastructure contractors.
- Attending weekly IT and People & Development meetings.
- Supporting onboarding and offboarding processes, including delivering day-one inductions for new joiners.
- Coordinating the collection and delivery of IT equipment for new starters and leavers.
- Providing administration, troubleshooting and support for the Kisi door access system.
- Maintaining and updating AUK intranet pages.
- Conducting annual audits of the Kisi system to ensure user records remain accurate.
- Managing toner cartridge disposal and associated Waste Transfer Note (WTN) records.
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Events & Engagement
You'll help create a positive and engaging workplace experience by:
- Supporting meetings with refreshments, room setup, and equipment requirements.
- Furniture and equipment placement and reset for events.
- Planning and coordinating office-based activities and events, including initiatives such as Pride Month celebrations.
- Assisting with the delivery of internal events for colleagues and visitors.
- Keeping colleagues informed through intranet updates, key dates, images, and company news.
Committees & Collaboration
You'll help foster colleague engagement and collaboration by:
- Coordinating Social Committee activities, including diary management, meeting organisation, communications, attendance, and support for AUK offices and associated sub-committees.
Skills, Knowledge & Expertise
Skills and Experience
Essential
- Experience in office management, facilities, workplace services, or operations.
- Comfortable operating independently and collaboratively, with the flexibility to perform effectively with or without direct supervision.
- Confidence with managing H&S compliance.
- Strong organisational skills.
- Excellent communication skills.
- Experience managing multiple priorities.
- Competent in Microsoft Office.
- Experience working with suppliers and contractors.
Desirable
- Experience of ISO 45001, ISO 14001, ISO 9001, ISO27001 or other Standards.
- Experience in a role where customer satisfaction is key.
- Experience with workplace systems (eg access control systems).
- Experience supporting events.
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