Office Manager

Frontiers Careers; Greater London; On-site; GBP 35,000 - 52,000; Full time

Benefits offered by this job

Wellbeing days

Volunteer days

Employee Assistance Programme

Learning & development

Job summary

Frontiers in London is seeking an experienced Office Manager to oversee the smooth daily running of our London hub, ensuring a professional, safe and welcoming environment for all employees and visitors.

You’ll coordinate facilities, vendors, onboarding and employee support, partnering with IT, Security, People and other teams to maintain high standards and a consistent workplace experience.

Qualifications

• 3+ years of experience in office management, workplace operations or facilities management.
• Experience managing office facilities, vendors, contracts and service providers.
• Strong operational and organizational skills with attention to detail.
• Experience maintaining professional workplace standards.
• Clear, professional written and verbal communication; multi-stakeholder coordination.
• Experience supporting health & safety and workplace compliance.

Responsibilities

• Oversee the daily operation of the London office, keeping it safe, professional and fully operational.
• Act as the primary onsite contact for building management, cleaners, vendors and contractors.
• Manage access control, visitor processes, deliveries and security procedures.
• Coordinate maintenance and workplace improvement initiatives with the Head of Events & Workplaces.
• Collaborate with IT, Security, People and other teams to ensure smooth operations.
• Manage office supplies, furniture, equipment and stock levels with cost efficiency.
• Support onboarding and offboarding, workspace setup and equipment provisioning.
• Develop and maintain local office procedures, guidelines and playbooks.
• Support health & safety activities, incident reporting and compliance documentation.
• Track vendor performance, budgets, invoices and contracts for value for money.
• Provide onsite support for day-to-day workplace needs and event logistics.

Skills

Office management

Vendor management

Health & safety

Communication

Fluent English

Tools

IT/AV troubleshooting

Job description

About Frontiers:

At Frontiers, our purpose is simple yet ambitious: to make science open. We believe open science empowers the global scientific community to accelerate discovery and develop the solutions needed for healthy lives on a healthy planet.We are one of the world’s largest and most influential open-access research publishers. Every article we publish is peer-reviewed and quality-certified, ensuring research is accessible to everyone, everywhere. To date, Frontiers research has been viewed over 4 billion times, demonstrating the real-world impact of science without barriers.Joining Frontiers means being part of a global, mission-driven organization at the intersection of science, technology, and innovation — working alongside passionate colleagues who care deeply about advancing knowledge for the benefit of society.To learn more about our impact and culture, please watch this video

The role:

We’re looking for an experience and proactive Office Manager to oversee the smooth daily running of our London hub and ensure a professional, safe, and welcoming environment for all employees and visitors.As the primary onsite point of contact, you will manage facilities, vendors, workplace standards, onboarding, and employee support. You’ll play a key role in helping create an environment where employees can do their best work while ensuring the workplace reflects our culture, values, and brand.This is a hands-on role suited to someone who enjoys taking ownership, takes pride in operational excellence, can balance attention to detail with a practical, solutions-focused approach, and creating a consistent, high-quality workplace experience.

What you’ll be doing:

• Oversee the daily operation of the London office, ensuring the workplace remains safe, professional, well-maintained, and fully operational
• Act as the primary onsite contact for building management, coworking providers, cleaners, maintenance teams, contractors, and other workplace vendors
• Manage access control, visitor processes, deliveries, and office security procedures
• Coordinate maintenance, repairs, and workplace improvement initiatives in partnership with the Head of Events & Workplaces
• Partner with IT, Security, People, and other internal teams to ensure effective workplace operations and employee support
• Manage office supplies, furniture, equipment, and inventories, ensuring cost-effective procurement and appropriate stock levels
• Support onboarding and offboarding activities, including workspace setup, equipment provisioning, and office orientation
• Develop, maintain, and continuously improve local office procedures, workplace guidelines, and playbooks
• Support health & safety activities, including incident reporting, drills, workplace inspections, and compliance documentation
• Track vendor performance, budgets, invoices, and contracts, ensuring service quality and value for money
• Provide responsive onsite support for employees’ day-to-day workplace needs and help foster a positive office experience
• Assist with onsite meetings, workshops, leadership visits, and employee events, including room setup, catering coordination, and logistics support

About you :

You’re a highly organized and service-oriented workplace professional who takes ownership and enjoys creating environments where people can thrive.You combine strong operational discipline with a people-focused approach, understand the importance of workplace experience, and are comfortable managing multiple priorities in a fast-paced environment. You build strong relationships, communicate confidently, and take pride in maintaining high standards.

Requirements

• 3+ years of experience in office management, workplace operations, facilities management, or a similar role
• Experience managing office facilities, vendors, contracts, and service providers
• Strong operational and organizational skills with excellent attention to detail
• Experience maintaining workplace standards in a professional office environment
• Confidence managing multiple stakeholders and priorities simultaneously
• Clear and professional communication skills (written and verbal)
• Experience supporting health & safety and workplace compliance activities
• A proactive mindset with a strong sense of ownership and accountability
• Fluent English (written and verbal)

Bonus points for:

• Experience in coworking environments or with landlord/vendor management
• Knowledge of health & safety processes
• Basic comfort with IT/AV troubleshootingInterest in workplace culture, sustainability, and employee experience

Benefits

• We prioritise office presence and emphasise in-person collaboration, but also offer appropriate adjustments where needed, in line with company policy
• Extra wellbeing days on top of your annual leave allowance
• Up to 3 paid volunteering days each year
• 24/7 confidential Employee Assistance Programme (wellbeing, mental health, legal & financial support)
• Learning & development support via the Frontiers Learning Hub
• Competitive local benefits country dependent (e.g. healthcare and pension/retirement provision)

Equal opportunity statement

Frontiers actively embraces diversity and is a safe and welcoming workplace. Recruitment is free from discrimination – including based on race, national or ethnic origin, age, religion, disability, sex, gender identity or sexual orientation. With employees from more than 50 different nations, our diversity creates vibrant teams and constantly challenges us to appreciate multiple perspectives.