Office Manager

Role:  Office Manager 

Location:  London, United Kingdom  

This role combines operational office management with facilities management and Health and Safety responsibilities for the London office. You'll oversee 15 meeting rooms and 8 acoustic booths, manage contractors and suppliers, coordinate catering and events, and act as the primary point of contact for building-related issues — all while leading and developing a team of five.

Success in this role looks like an office that runs smoothly and leaves a strong impression on everyone who walks through the door, a well-managed and motivated Home Team, and full compliance with facilities, Health and Safety, and sustainability requirements at all times. 

• Day-to-Day Office Management
  • Oversee the day-to-day running of the London office — ensuring it remains presentable, functional, and well-maintained across all areas
  • Manage 15 meeting rooms and 8 acoustic booths, ensuring they are always set up to a high standard and ready for use
  • Manage the room booking system and coordinate catering for meetings, workshops, and internal events
  • Order office stationery and maintain key workplace supplies, ensuring availability without unnecessary overstock
  • Manage internal office screens and communications — including staff messaging and showcasing the latest work
  • Coordinate incoming and outgoing mail, including urgent courier bookings and international deliveries
  • Maintain office storage areas in an organised and fit-for-purpose condition
  • Provide reception cover when required and act as an active, visible member of the Home Team
  • Support the organisation of regular social events for staff
• Team Leadership and Development
  • Lead, manage, and develop the Home Team: 2 Receptionists, 1 Front of House Assistant, and 2 overnight Security staff
  • Conduct performance reviews, manage rotas and annual leave, and address performance issues where needed
  • Set high standards for client-facing and employee-facing service across the team, and support people to consistently meet them
• IT and Workplace Technology
  • Work closely with the IT team to ensure all meeting room video conferencing facilities are fully operational and fit for purpose
  • Act as a first point of escalation for meeting room technology issues — coordinating resolution efficiently
• Facilities Management
  • Liaise with the landlord, building management, and external contractors to ensure all planned preventative maintenance (PPM) is completed in line with Health and Safety legislation
  • Manage reactive maintenance issues — escalating promptly to appropriate contractors and tracking through to resolution
  • Oversee the performance of external cleaning contractors and carry out regular quality audits
  • Ensure all facilities records, compliance documentation, and paperwork are accurate and up to date at all times
  • Monitor office energy usage and analyse trends to support sustainability goals, green policy commitments, and ISO certifications
• Health and Safety
  • Act as the Health and Safety representative for the London office — maintaining compliance with all relevant legislation and internal policy
  • Serve as a qualified First Aider for the office
  • Act as the main emergency contact and keyholder for the London office, including out-of-hours contact responsibility
• Budget and Financial Administration
  • Raise purchase orders within the internal finance system and ensure invoices are approved accurately and on time
  • Manage catering and supplier spend against agreed budgets, flagging variances and risks promptly
  • Track and report on office supply and contractor costs, supporting accurate budget management across the facilities function

• Proven experience in office management and/or facilities management in a client-facing, professional office environment
• Demonstrated ability to manage a busy, high-footfall office to a consistently high standard — including meeting room management, contractor oversight, and compliance documentation
• Experience acting as a Health and Safety representative, including maintenance of compliance records and PPM coordination
• First Aid qualification, or willingness to obtain one in post
• Track record of leading and developing a small team — with experience managing rotas, annual leave, performance reviews, and day-to-day people matters
• Ability to set clear expectations, give constructive feedback, and support team members to perform consistently well
• Experience delivering a first-class workplace experience in an environment with regular senior or high-profile client visits
• Confident working across multiple internal stakeholders — including IT, Finance, and senior leadership — and managing external contractors and suppliers to clear service standards
• Strong ability to manage multiple priorities simultaneously in a fast-paced environment — maintaining attention to detail and service standards across everything the role covers
• Advanced MS Office skills and confidence learning new systems and software quickly
• Clear and professional written and verbal communication skills across all contexts — from staff messaging to contractor briefings to senior stakeholder updates
• Familiarity with sustainability reporting, green policy frameworks, and ISO certification requirements in an office environment is an advantage
• Proficiency with Gen AI tools relevant to office and facilities management — including tools that support scheduling, communication drafting, reporting, supplier coordination, and process documentation
• Experience building personal AI-assisted workflows to improve operational efficiency and reduce administrative workload
• Agentic approach to office management challenges: able to break complex operational problems into clear actions, identify the most efficient resolution paths, and follow through consistently
• Ability to critically evaluate AI-generated outputs and apply sound operational and compliance judgement before sharing or acting on them
• Experience in a creative, media, or marketing agency office environment
• Familiarity with sustainability and energy monitoring in a commercial office setting
• Experience managing overnight or security team rotas alongside standard daytime operationsFormal qualifications are welcome but not required. Equivalent experience counts, whether gained through work, study, volunteering, or self-directed learning.

Req ID: 18128

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