Office Manager

Office Manager

Department: Enabling : Operations & Offices

Employment Type: Permanent - Full Time

Location: United Kingdom

Description

The role will be responsible for the day to day running of the office, compliance, H&S, onboarding, offboarding.

Key Responsibilities

You'll play a central role in maintaining a safe, efficient, and welcoming workplace by:

• Managing the ordering of supplies and consumables for Head Office and other Anthesis UK (AUK) offices, including food, drinks, small IT equipment, ergonomic items, and ad hoc purchases.
• Ensuring all purchasing activities align with the Anthesis Sustainable Procurement Policy.
• Maintaining procurement records, updating spreadsheets, and producing reports as required.
• Acting as the first point of contact for guests, visitors, and suppliers.
• Coordinating the London cleaning team and ensuring they have the resources needed to perform their duties effectively.
• Building strong relationships with landlord representatives to ensure maintenance issues are addressed and completed to a high standard.
• Resolving minor maintenance issues and supporting larger office projects and works.
• Carrying out regular checks of meeting rooms, kitchens, and office facilities to ensure they remain operational, presentable, and fully stocked.
• Managing the daily scanning of incoming post.
• Maintaining high standards across all office environments.
• Supporting colleagues with Health & Safety communications and initiatives.
• Conducting daily office inspections and reporting equipment faults or maintenance concerns.
• Supporting office moves and workplace projects across AUK offices, including occasional travel when required.
• Keeping office notice boards accurate, relevant, and up to date.
• Conducting weekly fire alarm tests.
• Receiving, unpacking, and safely transporting deliveries throughout the office, including carrying supplies between floors where required.

Finance You'll help ensure the smooth running of operational finances by:

• Raising purchase orders (POs) for the Operations Team.
• Processing invoices and liaising with the Accounts Payable team in the Philippines.
• Managing Operations Team credit card purchases, expense claims, and associated administration.
• Maintaining the Cross Charging spreadsheet and ensuring quarterly submission to Accounts.
• Administering the energy portal and coordinating invoice processing.

Compliance You'll contribute to maintaining a safe, compliant, and well managed workplace by:

• Completing routine compliance checks and maintaining accurate records on the intranet.
• Ensuring documentation across all AUK offices remains current and compliant.
• Coordinating First Aid training requirements and monitoring first aid equipment across offices.
• To be trained as a Fire Warden and First Aider.
• Managing Fire Warden training records, certification tracking, and associated signage updates.
• Supporting Environmental Management System (EMS), Fire, and Health & Safety audits.
• Providing monthly printing statistics and supporting waste monitoring and reporting activities.

IT & People Support You'll work closely with colleagues and stakeholders to support both IT and people related processes by:

• Liaising with the London IT Support Engineer and IT infrastructure contractors.
• Attending weekly IT and People & Development meetings.
• Supporting onboarding and off boarding processes, including delivering day one inductions for new joiners.
• Coordinating the collection and delivery of IT equipment for new starters and leavers.
• Providing administration, troubleshooting and support for the Kisi door access system.
• Maintaining and updating AUK intranet pages.
• Conducting annual audits of the Kisi system to ensure user records remain accurate.
• Managing toner cartridge disposal and associated Waste Transfer Note (WTN) records.

Events & Engagement You'll help create a positive and engaging workplace experience by:

• Supporting meetings with refreshments, room setup, and equipment requirements.
• Furniture and equipment placement and reset for events.
• Planning and coordinating office based activities and events, including initiatives such as Pride Month celebrations.
• Assisting with the delivery of internal events for colleagues and visitors.
• Keeping colleagues informed through intranet updates, key dates, images, and company news.

Committees & Collaboration You'll help foster colleague engagement and collaboration by: Coordinating Social Committee activities, including diary management, meeting organisation, communications, attendance, and support for AUK offices and associated sub committees.

Skills, Knowledge & Expertise

Skills and Experience Essential

• Experience in office management, facilities, workplace services, or operations.
• Comfortable operating independently and collaboratively, with the flexibility to perform effectively with or without direct supervision.
• Confidence with managing H&S compliance.
• Strong organisational skills.
• Excellent communication skills.
• Experience managing multiple priorities.
• Competent in Microsoft Office.
• Experience working with suppliers and contractors.

Desirable

• Experience of ISO 45001, ISO 14001, ISO 9001, ISO27001 or other Standards.
• Experience in a role where customer satisfaction is key.
• Experience with workplace systems (eg access control systems).
• Experience supporting events.