. Office Manager Job Spec

Location: London / Onsite
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 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 the board
• 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. London (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 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, supported by the team.
• 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
• 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 in AODocs.

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

Workplace Experience & Culture

• Design and create an events strategy globally, connecting it to our industry, values and strategic goals
• 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