Office Manager

Established in 2004 OLIVER is the worlds first and only specialist in designing building and running bespoke in-house agencies and marketing ecosystems for brands. We partner with over 300 clients in 40 countries and counting. Our unique model drives creativity and efficiency allowing us to deliver tailored solutions that resonate deeply with audiences.

As a part of The Brandtech Group were at the forefront of leveraging cutting-edge AI technology to revolutionise how we create and deliver work. Our AI solutions enhance efficiency spark creativity and drive insightful decision-making empowering our teams to produce innovative and impactful results.

Role: Office Manager

Location: London United Kingdom

About the role:

The Office Manager is accountable for the full operational performance of the London office a busy client-facing environment with 15 meeting rooms 8 acoustic booths and a team of five to lead and develop.

This role sits at the intersection of facilities management Health and Safety compliance people leadership and workplace experience. Youll work with real autonomy: managing supplier relationships budgets and regulatory compliance while shaping the culture and quality of the workplace for staff clients and visitors alike. Beyond day-to-day delivery youll drive continuous improvement set the standard for service excellence and ensure the office reflects OLIVERs values at all times.

What you will be doing:

Office Operations and Workplace Experience

• Take full ownership of the day-to-day running of the London office maintaining a consistently high standard across all spaces with particular attention to client-facing areas
• Oversee 15 meeting rooms and 8 acoustic booths setting the bar for presentation readiness and service quality
• Own the room booking system and coordinate catering for meetings workshops and internal events managing quality and spend against agreed budgets
• Manage office supply procurement communications screens mail and courier coordination and storage balancing quality cost and operational efficiency
• Lead the planning and delivery of staff social events and workplace initiatives that strengthen culture and connection across the office
• Maintain a visible active presence in the office accessible and hands-on when it counts

Team Leadership and Development

• Lead develop and inspire the Home Team: 2 Receptionists 1 Front of House Assistant and 2 overnight Security staff
• Set clear high standards for client-facing and employee-facing service coaching consistently recognising strong performance and addressing issues with fairness and clarity
• Manage rotas annual leave and performance reviews creating the conditions for each team member to perform at their best
• Build a team culture rooted in accountability care and a shared commitment to quality

Facilities and Compliance Management

• Own the full facilities function: planned preventative maintenance reactive works contractor performance and compliance documentation ensuring records are accurate up to date and auditable at all times
• Hold external cleaning contractors to clear service standards through regular quality audits and direct performance management
• Manage relationships with the landlord building management and specialist contractors maintaining service levels and escalating risks promptly
• Monitor office energy usage analyse trends and lead on sustainability reporting in support of green policy commitments and ISO certification requirements

Health and Safety

• Act as the Health and Safety representative for the London office maintaining full compliance with relevant legislation and internal policy and proactively identifying and resolving risks before they escalate
• Serve as a qualified First Aider for the office
• Act as the primary emergency contact and keyholder including out-of-hours responsibility

IT and Workplace Technology

• Partner with the IT team to keep all meeting room AV and video conferencing technology fully operational and fit for purpose
• Serve as the primary escalation point for meeting room technology issues coordinating resolution efficiently and minimising disruption to the business

Budget and Financial Accountability

• Own the purchase order and invoice process within the internal finance system ensuring accuracy and timeliness across all facilities and operational spend
• Manage catering supplier and contractor spend against agreed budgets tracking performance identifying variances early and driving cost efficiency without compromising quality
• Provide clear accurate reporting on office and facilities costs to support budget planning and stakeholder decision-making

What you need to be great in this role:

• 8 years experience in office management and/or facilities management in a client-facing professional environment ideally within a creative media or marketing agency
• A strong track record of running a high-footfall high-standard office including meeting room management contractor oversight and full compliance documentation
• Demonstrable experience as a Health and Safety representative with solid working knowledge of relevant legislation and compliance requirements
• First Aid qualification or clear readiness to obtain one in post
• Proven ability to lead and develop a small multi-function team with experience managing rotas annual leave performance reviews and day-to-day people matters; able to give direct constructive feedback and build a high-performing team culture
• Confident credible stakeholder management across IT Finance and senior leadership with clear professional communication across all contexts from contractor briefings to senior stakeholder updates
• Experience managing operational budgets with a detail-oriented approach to financial administration and a commercial mindset when dealing with suppliers and contractors
• Familiarity with sustainability reporting energy monitoring green policy frameworks and ISO certification in a commercial office environment
• Advanced MS Office skills and a strong track record of adopting new systems and software quickly
• Advanced use of Gen AI tools relevant to workplace and facilities management including scheduling communication drafting reporting supplier coordination and process documentation to enhance output quality and operational efficiency
• Experience designing AI-assisted workflows for yourself and your team reducing administrative load and improving operational consistency
• Ability to train team members in effective AI tool use within a workplace operations context
• Agentic approach to complex operational challenges: systematic outcome-oriented and able to break multi-step problems into clear executable plans
• Strong critical judgement when evaluating AI-generated outputs particularly in compliance safety and stakeholder-facing contexts where human oversight is essential
• Formal qualifications are welcome but not required. Equivalent experience counts whether gained through work study volunteering or self-directed learning.

Req ID: 18128

#LI-KA1 #LI-Onsite #LI-midsenior

Our values shape everything we do:

BeAmbitiousto succeed

BeImaginativeto push the boundaries of whats possible

BeInspirationalto do groundbreaking work

Bealways learningand listening to understand

BeResults-focused to exceed expectations

Be actively pro-inclusive and anti-racist across our community clients and creations

OLIVER a part of the Brandtech Group is an equal opportunity employer committed to creating an inclusive working environment where all employees are encouraged to reach their full potential and individual differences are valued and respected. All applicants shall be considered for employment without regard to race ethnicity religion gender sexual orientation gender identity age neurodivergence disability status or any other characteristic protected by local laws.

OLIVER has set ambitious environmental goals around sustainability with science-based emissions reduction targets. Collectively we work towards our missionembedding sustainability into every department and through every stage of the project lifecycle.

Required Experience:

IC

Employment Type : Full Time
Experience: years
Vacancy: 1