Office Manager

Intermediate Capital Group; London; Hybrid; GBP 30,000 - 60,000; Full time

Job summary

An established industry player is seeking an experienced Office Manager to join its Estates Management team in London. This role is pivotal in ensuring seamless operations and a first-class customer experience for both staff and visitors. You will manage front-of-house services, corporate travel, and vendor relationships while fostering collaboration across international office locations. If you are organized, resourceful, and possess excellent communication skills, this is a fantastic opportunity to make a significant impact in a dynamic environment.

Benefits

Wellbeing support

Inclusivity programs

Long-term sustainability initiatives

Qualifications

• Demonstrable experience in office management and service improvement.
• Strong organizational skills and ability to manage multiple tasks.

Responsibilities

• Oversee daily operations of the London office and manage vendor relationships.
• Ensure optimal technologies support user experience and service consistency.

Skills

Excellent written and verbal communication

Organized with multitasking ability

Strong attention to detail

Interpersonal skills

Ability to maintain confidentiality

Proficiency with office applications

Understanding of Health & Safety requirements

Education

Health & Safety Qualification

First Aid Qualification

Tools

Office applications

Service management toolsets

Job description

Job Title: Office Manager – London

Contract Type: Permanent, full-time

Work Pattern: 3 days in the office, 2 days working from home

Location: London, St Pauls

Department: Corporate Business Services – Facilities Management

What the Hiring Manager says….

ICG is seeking an experienced Office Manager – London HQ to join our Estates Management team. Reporting into the Head of Service Management, you will be responsible for maintaining seamless operations and efficiency, whilst ensuring a first-class customer experience for ICG staff and external visitors.

This is a great opportunity to join a fantastic team operating in a fast-paced working environment. This role offers the right candidate the opportunity to truly make a mark in the services we provide across ICG’s 19 global locations.

Summary of our opportunity

ICG is seeking an experienced Office Manager to join our Estates Management team. In this role, you will act as the day-to-day interface between ICG stakeholders and staff and our outsourced partners responsible for maintaining building and customer-facing services including building/space management, hospitality, events management, and corporate travel. The London HQ Office Manager will foster close working and collaboration with ICG’s international Office Manager network, ensuring consistency in terms of customer experience across ICG’s 21 international locations.

Primary responsibilities for this role include (but are not limited to):

• Oversee ICG’s front of house and reprographics teams in all aspects of the day-to-day running of the London office, interacting with staff at all levels.
• Interface with ICG’s Corporate Technology Services (CTS) team to ensure optimal technologies supporting the office and user experience, developing and helping to implement continuous service improvements.
• Drive consistency of service/experience across ICG’s 19 office locations, liaising closely with local teams to translate opportunities into actionable plans.
• Build and maintain user forums, fostering a culture of co-development across stakeholder groups.
• Play an active role in vendor selection and ongoing management.
• Manage ICG’s corporate travel, including policy oversight, vendor management (agents, hotels, car services, etc.), user forums, and service enhancements.
• Monitor performance against SLAs and co-develop service improvement plans.
• Input into budget planning and reporting.
• Participate in Real Estate projects, such as relocations, fit-outs, and improvement plans.
• Oversee and maintain office equipment for uninterrupted function, identify needs and acquire supplies, manage vendor relationships, and coordinate food deliveries when requested.
• Ensure adherence to procedures relating to the proper use and care of necessary equipment.
• Manage all aspects of space/infrastructure planning (e.g., moves, additions, and changes to workstations) and provide answers, resources, and solutions when requested.
• Arrange seasonal/special events.

Key Requirements/ Qualifications

You will have demonstrable experience of:

Essential

• Excellent written and verbal communication.
• Understanding of Health & Safety requirements.
• Organized, with the ability to juggle multiple projects & tasks.
• Strong attention to detail.
• Great interpersonal skills.
• Ability to communicate at all levels.
• Strong computer skills - Proficiency with office applications and aptitude for learning new software and systems.
• Ability to maintain confidentiality of company information.

Desirable

• Health & Safety Qualification.
• First Aid Qualification.
• Exposure/knowledge of contracts and lease management.
• Knowledge of toolsets underpinning service management, employee feedback, and analytics.

Personal Attributes

Personal attributes that will make you successful in this role include but are not limited to:

Essential

• Great communicator.
• Organized.
• Can adapt to situations.
• Resourceful and self-sufficient.

Desirable

• Willing to lead.
• Technical proficiency.

Our Global Benefits Framework is centered around these 3 key attributes:

• Wellbeing - Supporting your mental, physical, and financial wellbeing as well as your lifestyle needs.
• Inclusivity – Fit for purpose and competitive, no matter who or where you are.
• Longevity – Long Term and sustainable in design.