Office Manager

SquareTrade; City Of London; On-site; GBP 35,000 - 50,000; Full time

Job summary

A global service provider is seeking an experienced Office Manager to oversee the operations of their offices in London and Brussels. This role involves ensuring a well-maintained work environment, managing supplies, and supporting team initiatives. The ideal candidate will have facilities management experience and strong project management skills, as well as a proactive approach to contributing to workplace culture. This position requires presence in the office four days a week, fostering a collaborative and dynamic environment.

Qualifications

• Experience in facilities management is essential for ensuring compliance and smooth operations.
• Demonstrated project management skills to coordinate multiple tasks effectively.
• Ability to build strong relationships and influence team dynamics.

Responsibilities

• Manage daily administrative functions for a productive office environment.
• Serve as the primary contact for property management and maintenance.
• Coordinate as the central point of contact for all offices across the EU.
• Track office expenses and manage vendor agreements.

Skills

Facilities Management experience

Project management skills

Relationship building and influence

Job description

Overview

We’re looking for a well-organised, proactive, and experienced Office Manager to take ownership of our office environments in London and Brussels, as well as provide ad hoc support to other EU offices. This standalone role is ideal for someone who thrives in a dynamic, people-focused environment, is passionate about maintaining smooth day-to-day operations, and enjoys contributing to a strong workplace culture.

This role is central to our People and Operations functions, supporting everything from office logistics and compliance to team training sessions, events, and onboarding experiences.

Purpose of role:

• To manage the office building and facilities for London and Brussels and other EU offices as required
• To support with bookings and administration for people team initiatives including L&D training sessions
• A supporter for cultural initiatives - social events, DEI events, community building activities
• Responsible for first aid and fire warden appointments to ensure we are compliant with health and safety regulations within local countries
• First point of contact for onboarding and both internal and external queries

Responsibilities

• Office Operations: Independently manage daily administrative functions to ensure a productive, organized office environment.
• Order and manage inventory of office supplies, equipment, and consumables.
• Coordinate meetings, travel logistics, document distribution, and internal communications.
• Maintain filing systems, office records, and administrative templates

• Facilities Management: Serve as the primary contact for property management, maintenance, cleaning, and vendor services.
• Ensure the physical workspace remains clean, safe, and well-maintained.
• Coordinate office layout changes, workspace assignments, and basic repair needs.
• Monitor and manage security and building access systems.

• Multi-Office & EU Support: Act as the central point of contact for administrative and facilities matters across all offices.
• Support the EU office as required, coordinating with local vendors and staff to maintain office standards.
• Ensure timely and accurate mail distribution and inter-office communication.
• Help implement consistent policies, procedures, and administrative systems across locations.

• Budget & Vendor Oversight: Track office and facility expenses; manage budgets and purchasing decisions.
• Negotiate and maintain service agreements with external vendors.
• Recommend and implement cost-saving and efficiency-improving measures.

• Health, Safety & Compliance: Ensure compliance with workplace health and safety requirements.
• Maintain records for inspections, drills, equipment servicing, and safety policies.
• Liaise with IT support to address office technology or infrastructure needs

Qualifications

• Facilities Management experience
• Project management skills
• Relationship building and influence

Additional Information

The Office Manager is required to be in the office 4 days a week (Monday - Thursday).

SquareTrade is an Equal Opportunity Employer