Job Description

About Unily

Unily partners with the world's largest and most complex enterprises to power Organizational Velocity through digital Employee Experience transformation. Iconic brands, including Estee Lauder Companies, CVS Health, and British Airways, use Unily's market-leading Employee Experience platform to improve productivity, streamline communication, and foster a highly connected workplace.



Unily is the only triple leader recognized by all three of the major analysts. Unily is recognized as a Leader in the 2024 Gartner Magic Quadrant(TM) for Intranet Packaged Solutions, the 2024 Forrester Wave(TM): Intranet Platforms, and the IDC MarketScape: Worldwide Experience-Centric Intelligent Digital Workspaces 2024. With these accolades, we continue to grow and expand our employee community with people who are passionate about joining us on this exciting journey.

Job Purpose

We're looking for an experienced and proactive Office & Facilities Manager to take full ownership of workplace operations across our two UK offices - a self-managed site in Eashing, and a managed space in London.


This standalone, part-time role is ideal for someone who enjoys variety, autonomy, and solving operational challenges. You'll manage vendors, liaise with the landlord and building management team, oversee compliance, and continuously improve how we run our physical spaces.


You'll be responsible for overseeing the day-to-day in Eashing, with regular visits to our London office as needed. You'll also project-manage an upcoming London office move.

Location:

Eashing, Surrey (on-site/hybrid with some flexibility) with occasional London visits

Hours:

16 hours per week (ideally spread over 4 or 5 days). Some flexibility may be required to accommodate occasional business needs such as office moves, facilities issues, or company events

Main Responsibilities:

Office & Facilities Management

Act as the go-to person for onsite issues, escalating or resolving as appropriate Perform regular walkarounds at both offices, flag and resolve issues Maintain strong relationships with the landlord in Eashing and building management in London Ensure both spaces are functional, compliant, and welcoming

Office Move (London):

Project-manage a potential London office move Coordinate with Fora (building management), internal teams, and external providers to ensure a smooth transition

Vendor & Contractor Management

Source and negotiate with vendors, track service levels, and resolve issues efficiently Book, coordinate, and quality-check contractor work

Security & Access

Manage access cards, keys and visitor procedures Maintain security protocols and liaise with providers Maintain GDPR-compliant security and visitor logs

Health & Safety & Compliance

Schedule and document fire drills Oversee fire safety and first aid compliance (equipment, signage, logs) Act as point of contact for fire safety, including coordination of fire marshals, equipment checks, evacuation procedures, and liaison with external providers Maintain and periodically test emergency procedures, involving evacuation plans, emergency contact lists, and incident reporting processes Maintain and regularly review risk assessments, DSE tracking, and statutory compliance records Ensure legal compliance with relevant workplace H&S regulations

Budget Management

Own the office and facilities budget Track spend, approve invoices, manage supplier costs, and identify savings Report on facilities costs and identify cost-efficiency opportunities

Process Improvements

Review and assess how we manage our offices and facilities Identify opportunities to automate, streamline, or outsource tasks Build simple systems (e.g. vendor trackers, service logs, checklists)

Support ESG & Audit Readiness

Collaborate with the ESG Associate to track data (e.g. recycling, utilities, suppliers) and work with vendors to improve sustainable office practices Provide supporting documentation for audits (e.g. ISO, insurance, ESG reporting)

Catering & Office Events

Arrange catering and refreshments for meetings, workshops, and all-hands events Help coordinate small in-office events (lunches, seasonal gatherings, guest visits) Manage dietary needs and vendor selection

Office Environment & Supplies

Monitor and maintain office supplies (stationery, snacks, printer ink, etc.) Track office inventory (equipment, keys, IT accessories) Coordinate repairs or replacements (e.g. chairs, monitors, fixtures) Ensure desks and shared spaces are neat, functional, and compliant

Post, Deliveries & Storage

Receive, manage, and distribute incoming post and deliveries Coordinate outgoing, incoming mail and courier services

General Operations

Work closely with the People Team, IT, and Finance to make sure office operations align with wider business goals Liaise with Finance and Legal to manage relevant office insurance policies Support onboarding for new hires (access, induction, new starter kits) Support offboarding processes including equipment collection and access removal Keep simple documentation of procedures, vendors, and schedules Respond to day-to-day issues and escalate where needed

Requirements/ Knowledge, Skills, and Experience:

You're an experienced office or facilities manager who thrives on autonomy, variety, and improving how things work. You're just as comfortable speaking to landlords or contractors as you are creating a tracking sheet or jumping in to fix an issue. You enjoy running a space, making systems better, and supporting people through great office experience and compliance. You don't wait to be asked - you get ahead of problems.

You'll bring:

Proven experience managing physical office environments Strong knowledge of H&S, fire safety, and compliance basics Confident vendor and stakeholder management A budget-aware, process-minded approach - you spot inefficiencies and fix them Organised, proactive and able to manage your own time Ability to work independently and manage competing priorities

What We Offer

A flexible, autonomous role with real ownership The chance to run the function and shape how we work Part-time hours that support work/life balance

Why Work For Unily?

In addition to a generous base salary and discretionary company bonus, here are some things we think you will love:

Our awesome team culture.

We are focused on achieving results as a team and having fun while we do it. You won't find a friendlier or more dedicated bunch of people.

Our industry leading product.

We are very proud of our ever-evolving product, naturally we use (and love) it internally and provide the tools and resources for you (and our clients) to become a Unily expert.

The flexibility that we offer.

We don't just mean working from home occasionally. We operate on a hybrid basis, and also recognize that life happens during the 9-5.30 and encourage a sustainable work/life balance.

Our bright and modern office spaces.

When you need to be in the office we want it to be like being at home. We have a well-stocked kitchen and the option to bring your dog to work.

We offer a fantastic suite of benefits.

Including 25 days holiday plus an extra paid day off to enjoy your birthday, Vitality life cover (for health, sight, hearing and dental), Aviva pension (via a salary sacrifice scheme), life assurance, income protection and so many more.



Our commitment to sustainability and giving back to the community. We know working for an organisation that takes its environmental & social impact seriously is important, and we are proud to offer 1 fully paid volunteering day per year, an employee matching charity donation scheme and options to lease an Electric Vehicle through our salary sacrifice scheme.



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