Office Manager

Evolution (Electronic Security Systems) Ltd; Marlow; On-site; GBP 28,000 - 36,000; Full time

Benefits offered by this job

Employee ownership

25 days annual leave

Company pension

Private healthcare

Wellbeing and health screening

Employee assistance programme

Life Assurance

Job summary

Evolution (Electronic Security Systems) Ltd in the United Kingdom is seeking an Office Manager to oversee facilities operations, safety, and maintenance across the group. You will coordinate with internal teams, contractors, and vendors to ensure high quality workplace services and regulatory compliance.

You will manage space planning, asset records, and office moves while supporting procurement, budgets, and front‑of‑house activities.

Qualifications

• Strong organisational and multitasking abilities
• Clear and confident communication
• Problem-solving mindset with attention to detail
• Ability to manage vendors and build positive working relationships
• Basic understanding of building systems
• Proficiency with facilities management software and Microsoft Office
• Experience in facilities coordination, office management, or a similar operational role
• Knowledge of building maintenance processes and service contracts
• Health & Safety training (e.g., IOSH or equivalent) is beneficial
• Experience working with external contractors and service providers
• Valid UK driving licence may be helpful depending on site requirements

Responsibilities

• Facilities Operations — Oversee daily building operations across the group, including all systems/services, room setups, cleaning schedules, and general upkeep.
• Maintenance Coordination — Log, prioritise, and track maintenance requests; schedule repairs; liaise with engineers, contractors, and vendors to ensure timely resolution.
• Health, Safety & Compliance — Support compliance with workplace safety standards, conduct routine inspections of the offices, and maintain documentation for audits and regulatory requirements.
• Vendor & Contract Management — Coordinate service providers such as but not limited to; cleaners, security, life safety, waste, catering, landscaping, HVAC, decorators, builders, monitor performance, and assist with contract renewals.
• Space & Asset Management — Maintain accurate records of office layouts, equipment inventories, and space utilisation; support office moves and reconfigurations.
• Budget & Procurement Support — Assist with purchase orders, cost tracking, and sourcing of supplies, equipment, and services for the offices.
• Employee Support — Act as the first point of contact for facility-related queries across the group, ensuring prompt and professional communication.
• Emergency Preparedness — Support fire safety procedures, evacuation drills, and incident reporting.
• Front of House - Where possible, greet all visitors and ensure they welcomed appropriately and are met by their sponsor in a timely manner.
• Training Records - Fully maintain the companies training matrix, working with other teams to ensure records are always up to date.
• Company vehicles - The role may include assisting with the management of the company vehicles and grey fleet.

Skills

Organisational skills

Communication

Problem-solving

Vendor management

Building systems basics

Facilities software & MS Office

Facilities coordination

Building maintenance knowledge

Health & Safety training

Contractor liaison

UK driving licence (optional)

Tools

Facilities management software

Microsoft Office

Job description

The Office Manager supports the efficient operation, safety, and upkeep of the organisation's buildings and workspaces. The role ensures that facilities, equipment, and services are well-maintained, compliant with regulations, and responsive to employee needs. This position works closely with internal teams, external contractors, and service providers to deliver a high-quality workplace experience.

Responsibilities

• Facilities Operations — Oversee daily building operations across the group, including all systems/services, room setups, cleaning schedules, and general upkeep.
• Maintenance Coordination — Log, prioritise, and track maintenance requests; schedule repairs; liaise with engineers, contractors, and vendors to ensure timely resolution.
• Health, Safety & Compliance — Support compliance with workplace safety standards, conduct routine inspections of the offices, and maintain documentation for audits and regulatory requirements. Ensure any internal teams, external contractors and service providers submit correct and approved H&S documentation and comply accordingly.
• Vendor & Contract Management — Coordinate service providers such as but not limited to; cleaners, security, life safety, waste, catering, landscaping, HVAC, decorators, builders, monitor performance, and assist with contract renewals.
• Space & Asset Management — Maintain accurate records of office layouts, equipment inventories, and space utilisation; support office moves and reconfigurations.
• Budget & Procurement Support — Assist with purchase orders, cost tracking, and sourcing of supplies, equipment, and services for the offices.
• Employee Support — Act as the first point of contact for facility-related queries across the group, ensuring prompt and professional communication.
• Emergency Preparedness — Support fire safety procedures, evacuation drills, and incident reporting.
• Front of House - Where possible, greet all visitors and ensure they welcomed appropriately and are met by their sponsor in a timely manner. Be willing to be based on the reception desk when larger meetings or events are taking place.
• Training Records - Fully maintain the companies training matrix, working with other teams to ensure records are always up to date. Also ensure all certificates are received and stored correctly for when needed.
• Company vehicles - The role may include assisting with the management of the company vehicles and grey fleet. This includes but is not limited to updating portals, ensuring vehicle checks are undertaken by everyone on time, arranging hire cars/lease cars where required, negotiating new lease deals, arranging servicing or repairs, running license checks.

Requirements

• Strong organisational and multitasking abilities
• Clear and confident communication
• Problem-solving mindset with attention to detail
• Ability to manage vendors and build positive working relationships
• Basic understanding of building systems
• Proficiency with facilities management software and Microsoft Office
• Experience in facilities coordination, office management, or a similar operational role
• Knowledge of building maintenance processes and service contracts
• Health & Safety training (e.g., IOSH or equivalent) is beneficial
• Experience working with external contractors and service providers
• Valid UK driving licence may be helpful depending on site requirements

Benefits

• We are employee-owned! Here at Evolution we have a unique employee ownership model which means that our entire team owns our business. You have the opportunity to become a beneficiary of our future success. It also allows us to retain our independence and protect our company culture and values
• 25 days annual leave + local bank holidays
• Company pension
• Private healthcare
• Optional annual private wellbeing and health screening appointment fully funded by Evolution
• Employee assistance programme which offers 24/7 access to free health and wellbeing support
• Life Assurance