Job Description

Job Title: Office Manager

Location: Head Office

Reports to: Chief Operating Officer (COO)

Role Overview

The Office Manager plays a central role in ensuring the smooth running of the Head Office and supporting key stakeholders across the business. Reporting to the COO, this position is responsible for maintaining a well-functioning, professional, and welcoming working environment, supporting the CEO and COO with diary and meeting management, and coordinating key administrative processes such as payroll, supplier liaison, and internal event support.

Key Responsibilities

Office & Facilities Management

Oversee all day-to-day office operations to ensure the building is clean, well-presented, and fit for purpose

Act as first point of contact for office maintenance issues, liaising with suppliers, contractors, and the external cleaning agency, and supporting stores with ad hoc maintenance

Manage office supplies, kitchen stock, and general purchasing for the business

Ensure communal spaces are kept tidy and professional at all times

Answer office phones, open post, and welcome visitors to the building

Maintain and diarise all supplier contract renewals, negotiating and renewing as needed while managing costs and ensuring no compromise on service or quality

Health & Safety

Work alongside the Fulfilment Operations & Systems Manager to support the company's health & safety practices

Ensure office safety procedures are followed and that first aid supplies and safety equipment are maintained

Liaise with relevant teams to coordinate health & safety or fire drills where required

CEO & COO Support

Provide diary management support to the CEO and COO

Schedule and prepare for internal and external meetings, ensuring meeting rooms are set up with refreshments and equipment as needed

Prepare boardroom spaces for Board and Leadership meetings

Book transport and accommodation for business travel

HR & Payroll Support

Run payroll for Head Office and Fulfilment Centre teams

Process staff expenses and assist with ad hoc HR and payroll queries

Provide administrative support on HR documentation and assist with maintaining employee records

Prepare workstations, equipment, and welcome materials for new starters to ensure a smooth first day

Support the Recruitment & HR Coordinator with planning and logistics for internal events

Finance & Supplier Coordination

Liaise with suppliers to obtain and process invoices in a timely manner

Provide relevant documentation and information to the Finance team to support monthly accounts

Monitor office costs and identify areas where savings can be made

Systems & Communication

Liaise with external IT providers to support setup and maintenance of office equipment and systems, ensuring issues are escalated and resolved promptly

Ensure internal communications around office logistics, maintenance, or events are clear and well-timed

Keep internal directories, contact lists, and key documentation up to date

Help foster a positive and professional office environment that reflects company values and supports team morale

Skills & Experience

Excellent organisational and time management skills

Strong written and verbal communication and numeracy skills

Proficient in Microsoft Office (particularly Outlook, Excel, and Word)

Ability to manage multiple priorities in a fast-paced, deadline-driven environment

Approachable, discreet, and highly professional with a proactive attitude

Strong attention to detail and ability to work independently

Job Types: Full-time, Permanent

Pay: 33,000.00 per year

Benefits:

Company pension Cycle to work scheme Employee discount On-site parking Referral programme Work from home
Application question(s):

Our offices are based in Acton, West London. You will be required to work 4 days in the office, one day from home. Does this suit you?
Experience:

Office Manager: 5 years (required)
Work authorisation:

United Kingdom (required)
Work Location: In person