Office Manager
Established in 2004, OLIVER is the world’s 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 , we're 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:
This role combines operational office management with facilities management and Health and Safety responsibilities for the London office. You'll oversee 15 meeting rooms and 8 acoustic booths, manage contractors and suppliers, coordinate catering and events, and act as the primary point of contact for building-related issues — all while leading and developing a team of five.
Success in this role looks like an office that runs smoothly and leaves a strong impression on everyone who walks through the door, a well-managed and motivated Home Team, and full compliance with facilities, Health and Safety, and sustainability requirements at all times.
What you will be doing:
Day-to-Day Office Management
Oversee the day-to-day running of the London office — ensuring it remains presentable, functional, and well-maintained across all areas
Manage 15 meeting rooms and 8 acoustic booths, ensuring they are always set up to a high standard and ready for use
Manage the room booking system and coordinate catering for meetings, workshops, and internal events
Order office stationery and maintain key workplace supplies, ensuring availability without unnecessary overstock
Manage internal office screens and communications — including staff messaging and showcasing the latest work
Coordinate incoming and outgoing mail, including urgent courier bookings and international deliveries
Maintain office storage areas in an organised and fit-for-purpose condition
Provide reception cover when required and act as an active, visible member of the Home Team
Support the organisation of regular social events for staff
Team Leadership and Development
Lead, manage, and develop the Home Team: 2 Receptionists, 1 Front of House Assistant, and 2 overnight Security staff
Conduct performance reviews, manage rotas and annual leave, and address performance issues where needed
Set high standards for client-facing and employee-facing service across the team, and support people to consistently meet them
IT and Workplace Technology
Work closely with the IT team to ensure all meeting room video conferencing facilities are fully operational and fit for purpose
Act as a first point of escalation for meeting room technology issues — coordinating resolution efficiently
Facilities Management
Liaise with the landlord, building management, and external contractors to ensure all planned preventative maintenance (PPM) is completed in line with Health and Safety legislation
Manage reactive maintenance issues — escalating promptly to appropriate contractors and tracking through to resolution
Oversee the performance of external cleaning contractors and carry out regular quality audits
Ensure all facilities records, compliance documentation, and paperwork are accurate and up to date at all times
Monitor office energy usage and analyse trends to support sustainability goals, green policy commitments, and ISO certifications
Health and Safety
Act as the Health and Safety representative for the London office — maintaining compliance with all relevant legislation and internal policy
Serve as a qualified First Aider for the office
Act as the main emergency contact and keyholder for the London office, including out-of-hours contact responsibility
Budget and Financial Administration
Raise purchase orders within the internal finance system and ensure invoices are approved accurately and on time
Manage catering and supplier spend against agreed budgets, flagging variances and risks promptly
Track and report on office supply and contractor costs, supporting accurate budget management across the facilities function
What you need to be great in this role:
Proven experience in office management and/or facilities management in a client-facing, professional office environment
Demonstrated ability to manage a busy, high-footfall office to a consistently high standard — including meeting room management, contractor oversight, and compliance documentation
Experience acting as a Health and Safety representative, including maintenance of compliance records and PPM coordination
First Aid qualification, or willingness to obtain one in post
Track record of leading and developing a small team — with experience managing rotas, annual leave, performance reviews, and day-to-day people matters
Ability to set clear expectations, give constructive feedback, and support team members to perform consistently well
Experience delivering a first-class workplace experience in an environment with regular senior or high-profile client visits
Confident working across multiple internal stakeholders — including IT, Finance, and senior leadership — and managing external contractors and suppliers to clear service standards
Strong ability to manage multiple priorities simultaneously in a fast-paced environment — maintaining attention to detail and service standards across everything the role covers
Advanced MS Office skills and confidence learning new systems and software quickly
Clear and professional written and verbal communication skills across all contexts — from staff messaging to contractor briefings to senior stakeholder updates
Familiarity with sustainability reporting, green policy frameworks, and ISO certification requirements in an office environment is an advantage
Proficiency with Gen AI tools relevant to office and facilities management — including tools that support scheduling, communication drafting, reporting, supplier coordination, and process documentation
Experience building personal AI-assisted workflows to improve operational efficiency and reduce administrative workload
Agentic approach to office management challenges: able to break complex operational problems into clear actions, identify the most efficient resolution paths, and follow through consistently
Ability to critically evaluate AI-generated outputs and apply sound operational and compliance judgement before sharing or acting on them
Experience in a creative, media, or marketing agency office environment
Familiarity with sustainability and energy monitoring in a commercial office setting
Experience managing overnight or security team rotas alongside standard daytime operationsFormal 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:
Be Ambitious to succeed
Be Imaginative to push the boundaries of what’s possible
Be Inspirational to do groundbreaking work
Be always learning and listening to understand
Be Results-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 mission, embedding sustainability into every department and through every stage of the project lifecycle.