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