. Office Manager
Location: London - city.
Role Purpose
- Own and manage London facilities operations while overseeing facilities support across all global offices
- Ensures a safe, efficient, engaging, and well-managed workplace experience that reflects the Company culture and values across all offices and online
- Acting as the face of workplace operations, this role ensures exceptional service, environmental excellence, and consistent facility standards across all bases.
- Uphold the highest global H&S standards, ensuring full compliance and audit readiness.
- Plays a key part in delivering in-office events and experiences that strengthen connection, culture, and community
Key Responsibilities
1. (Primary Responsibilities)
Operational Excellence
- Own all onsite workplace operations, ensuring London is fully functional, safe, and visitor-ready at all times
- Perform daily opening/closing routines, space readiness checks, and meeting room preparation
- Serve as the primary onsite contact for employees, guests, vendors, and building management.
Workplace Experience & Culture
- Coordinate in-office events, culture moments, team gatherings, onsites, and executive visits, ensuring smooth execution end-to-end
- Deliver an exceptional first-day and Week 1 onboarding experience, including keycard setup, desk allocation, equipment placement, and welcome logistics
Facilities Operations & Maintenance
- Manage and resolve all onsite maintenance and repair requests, escalating to building management or vendors where needed
- Oversee cleaning standards, supplies, catering, and service quality, ensuring high standards are met daily
- Conduct weekly facilities walk-throughs and document findings, risks, and actions
Safety & Compliance
- Ensure all London H&S regulations and certifications are current (fire safety, evacuation protocols, ergonomic compliance, etc.)
- Maintain incident logs, corrective actions, inspection documentation, and readiness for audits
Space Planning & Vendor Management
- Own desk assignments, seating charts, and future expansion layouts.
- Manage local vendor relationships (cleaning, catering, security, supplies, building services) and hold them accountable to SLAs
Service Deck & Standards
- Own the London Facilities Service Deck, ensuring consistent service delivery across all SLAs and KPIs
- Create flows, automations, and templates to reduce response time and increase efficiency
2. Global Office Operations
Global Health & Safety Program
- Maintain a global, auditable H&S program across all offices: statutory logs, certifications, drills, incident reporting, and documentation
- Build and manage a Global H&S Calendar (deadlines, owners, evidence required)
- Standardize inspection templates, incident logs, and compliance checklists for all regions
Facilities Governance & Service Standards
- Maintain and enforce a Global Facilities standards
- Ensure consistent employee experience
Vendor, Budget, and Procurement Management
- Track and manage all facilities vendor contracts, renewals, RFPs, and performance benchmarking
- Own procurement workflows, including asset purchasing, swag, supplies, and workplace equipment, in collaboration with IT & Finance (and via ZIP)
- Manage global swag operations across 20+ countries, including customs, duties, labeling, and COA/PO documentation
Documentation, Systems & Reporting
- Maintain a central Global Facilities Hub, including protocols, safety guides, contracts, and vendor lists (both internal and external)
- Operate a ticketing system (Jira/Service Desk), create dashboards, run weekly status reviews, and track KPIs
- Maintain a complete and compliant documentation trail, ensuring 100% of documents recorded
Cross-Functional Partnership
- Work closely with People, TSS, Finance, and Legal to ensure seamless operations, compliance, and audits across all locations
- Support global space planning and office expansion projects
- Support global initiatives when needed
