Office Manager

Black Sheep Coffee; Greater London; On-site; GBP 32,000 - 39,000; Full time

Benefits offered by this job

15% discretionary bonus

Phone bills reimbursed

Monthly coffee allowance

Discount on food & drink

Job summary

Black Sheep Coffee is seeking an organised, proactive Office Manager to own the day-to-day running and workplace experience at our Southwark Street Head Office. This is a hands-on, full-time, office-based role reporting to the Interim People Operations Director within the People Team.

The successful candidate will ensure the space is clean, welcoming and well-organised, manage reception, supplier relationships and budget duties, and collaborate with People, IT, Compliance and Finance to support

Qualifications

• Proven experience in office management, workplace coordination, facilities, hospitality or a closely related role.
• Strong organisational skills and the ability to manage multiple priorities without losing attention to detail.
• A practical, hands-on approach with strong ownership and reliable follow-through.
• Clear and confident communication with colleagues at all levels.
• Experience managing operational suppliers and budgets with focus on service quality and value.
• Confidence using Microsoft Office and workplace booking systems, with basic meeting-room tech troubleshooting.
• Discretion handling sensitive information; understanding of workplace health and safety.
• Able to work full-time from the Southwark Street Head Office and provide occasional flexibility.

Responsibilities

• Maintain high standards across workspaces, meeting rooms, kitchens, and storage areas; resolve issues promptly.
• Be the central point of contact for Head Office and reception; greet visitors and provide a professional arrival experience.
• Coordinate access, passes, keys and visitor procedures; support new starters and leavers.
• Manage kitchen supplies, consumables, and stock; control waste and cost.
• Promote Head Office etiquette and support inductions and workplace feedback.

Skills

Office management

Facilities coordination

Hospitality

Organisation

Communication

Budget management

MS Office

Booking systems

Health & safety

Tools

Microsoft Office

Job description

Reports to

Interim People Operations Director

Department

People Team Employment type: Full-time

Salary

Up to £35,000 depending on experience

Role Overview

Black Sheep Coffee is seeking an organised, proactive and service-focused Office Manager to take clear ownership of the day-to-day running and workplace experience of our Southwark Street Head Office. Reporting to the Interim People Operations Director and sitting within the People Team, the role is the central point of contact for Head Office operations and will ensure the space is clean, safe, welcoming, well organised and consistently fit for business.

This is a hands‑on, full‑time office‑based role. The successful candidate will combine strong organisation, practical judgement and attention to detail with a commitment to excellent service. They will promote and reinforce agreed Head Office etiquette, act quickly when standards fall short and work effectively with People, Property, IT, Compliance, Finance and other functions.

Key Responsibilities

Head Office Operations and Experience

• Maintain high standards across workspaces, meeting rooms, kitchens, communal areas and storage spaces, completing regular checks and resolving day-to-day issues promptly.
• Act as the central point of contact for Head Office and reception queries, meet and greet visitors, notify hosts promptly and provide a professional arrival experience.
• Coordinate access arrangements, passes, keys and visitor procedures, working with People and IT to support new starters and leavers.
• Manage breakfast provision, kitchen supplies, stationery and other essential consumables, maintaining appropriate stock levels while controlling waste and cost.
• Promote and reinforce agreed Head Office etiquette and support practical inductions, workplace feedback and initiatives that improve office culture and day-to-day experience.

Meeting Rooms Meetings and Events

• Ensure meeting rooms are clean, presentable and ready for use; check technology is working, undertake basic troubleshooting, report faults to IT and follow them through to resolution.
• Support the practical organisation of internal and external meetings, leadership and board sessions, interviews, training and company events, including rooms, refreshments, materials and visitor access.
• Provide reliable on‑the‑day support for business events and cross‑functional initiatives, balancing planned activity with the wider needs of Head Office.

Facilities Property and Compliance

• Manage the cleaning service and other Head Office operational services, setting clear expectations and following up promptly where agreed standards are not met.
• Own incoming and outgoing post, courier bookings and routine deliveries, and coordinate larger deliveries and contractor access to minimise disruption.
• Maintain a clear office issue log and support Property, which retains ownership of repairs, maintenance and landlord or building‑management matters, by coordinating onsite access and activity and following actions through.
• Deliver agreed onsite health, safety and compliance actions and cascade concerns promptly, with Compliance retaining ownership of the framework, policy and formal requirements.
• Provide visitors and contractors with required building, security and safety information; the relevant host or owning function remains accountable for their activity onsite.

Budget Suppliers and Administration

• Manage the Head Office budget responsibly, track recurring costs and expenditure, and provide clear information to the Interim People Operations Director and Finance when required.
• Manage suppliers directly supporting daily Head Office operations, holding them accountable for cost, quality, reliability and responsiveness; specialist suppliers remain with the relevant function.
• Maintain practical office procedures, service schedules, supplier details and other records so responsibilities and follow‑up remain clear.
• Undertake ad hoc administrative and operational tasks under the direction of the Interim People Operations Director, including coordinating travel bookings for Head Office teams, providing agreed support to other Head Office functions, and assisting with cross‑functional projects, events and initiatives as business needs arise.

Requirements

• Proven experience in office management, workplace coordination, facilities, hospitality or a closely related role.
• Strong organisational skills and the ability to manage multiple priorities without losing attention to detail.
• A practical, hands‑on approach with strong personal ownership, sound judgement and reliable follow‑through.
• Clear and confident communication skills, with the ability to reinforce agreed standards and work effectively with colleagues at all levels.
• Experience managing operational suppliers and budgets, with good commercial judgement and a focus on service quality and value.
• Confidence using Microsoft Office, workplace booking systems and other business tools, with the ability to complete basic meeting‑room technology troubleshooting.
• Discretion when handling sensitive information and a sound understanding of workplace health and safety; relevant training is advantageous.
• Able to work full‑time from the Southwark Street Head Office and provide occasional flexibility where office activity requires it.
• Experience in a fast‑moving, growing or multi‑site consumer business is advantageous.
• Discretionary yearly bonus - up to 15%
• Phone bills reimbursed (up to £50)
• Monthly in‑store Coffee Allowance
• Quarterly At‑home Coffee Order
• 30% discount on food and drink items in all our locations
• Fully stocked fridge with breakfast items and soft drinks
• Recognition and rewards through our employee of the month scheme
• Pension through NEST
• Long Service Reward Scheme
• Enhanced Maternity Pay
• Weekly cash plan (money when you need it through Stream)
• Increase your monthly savings with a percentage boost on Build Pots through Stream
• Access to hundreds of high street retailer discounts through Stream
• Access to a Financial Coach via Stream
• Employee Assistance Programme for when you need advice through Hospitality Action
• Access to a fully comprehensive wellness app offered as part of our employee assistance programme, including fitness, nutrition, wellbeing and mental health resources
• Training and opportunity to progress your career

About Black Sheep Coffee

Founded in 2013, Black Sheep Coffee is the fourth‑largest coffee chain in the UK, with stores across the UK, the Middle East and the US. We are a fast‑growing, entrepreneurial business where people are expected to take ownership, act at pace and continually improve how we operate.

This role offers the opportunity to shape the workplace experience at the heart of our Head Office and make a visible impact on colleagues and visitors every day.