Office Manager

The deadline for applications is the 20th of March.

What we do:

We are a diverse team of economists, social researchers, data scientists, developers and creatives working together on critical issues facing our society today. Our work spans multiple policy areas, including education, health and social care, housing and homelessness, the environment, public finance, and international development, among others. Our clients include most UK government departments, the Welsh Government, the Scottish Government, councils across the country, arms‑length bodies, and several leading charities. Internationally, we work with major organisations including the World Bank, UNICEF, the WHO, the OECD, and the European Commission, as well as a number of national governments in Europe, Africa, the Middle East and Asia.

Who we want to work with:

We are looking for an experienced professional who can combine office operations, manage a team, and handle challenging schedules and calendars. You know how to make things run smoothly to support international teams and leaders. Our ideal candidate is proactive, can communicate clearly yet in a professional manner, and can build strong work relationships based on accountability and support. At Alma Economics, your ideas will matter. You will step into a role that contributes to our growth, strengthens our team culture, helps us be effective and at the same time happy at work. You bring a friendly and positive personality, while remaining focused on executives' support, with attention to detail and precision. You naturally inspire trust to your team and colleagues, and you can effectively communicate across all levels. If you want to help shape our office operations, lead a team and work closely with leadership teams, we want to meet you.

Key Responsibilities

• Office & Workplace Operations: Oversee day-to-day operations for the London office, ensuring smooth and efficient functioning across the site. Supervise the upkeep, layout, and maintenance of office areas and equipment, ensuring high standards of cleanliness, safety, and functionality. Act as the main point of contact for landlords and building management, maintaining positive relationships and attending tenant meetings. Manage procurement and inventory of office supplies, coordinate building service requests, and oversee invoice processing, supplier payments, and vendor contracts. Negotiate and monitor supplier agreements, ensuring service‑level compliance and cost‑effective operations. Develop, implement, and maintain office procedures and policies covering supply ordering, visitor protocols, post and package handling, and general facilities management. Coordinate office refurbishments, rebranding, and fit‑out projects, managing timelines, budgets, and stakeholder communication. Oversee all internal office moves and provide logistical support for client events and key internal meetings. Work with Head of Corporate services to create budgets for all areas of responsibility, while handling all office spending (processing invoices, tracking budgets, and getting quotes). Be the point of contact for all office tech issues (printers, screens, key fobs, etc). Line manage, coach, and mentor the office management team, fostering professional growth and a collaborative culture. Work closely with HR to ensure consistent application of office policies and procedures, supporting onboarding and offboarding processes. Support recruitment processes by liaising with hiring managers, interviewers, and candidates as required. Ensure first day experience, both administrative and culture, making it smooth for the new joiner. Provide high‑level administrative support to the MD and senior leadership, including diary management, travel arrangements, expenses, and confidential correspondence. Coordinate internal and external meetings, preparing agendas, briefing documents, and action follow‑ups. Offer leadership and governance support by organising leadership meetings, recording minutes, and tracking action items.
• Business Administration & Logistics: Oversee administrative and clerical functions, including requisitions, stationery, and maintenance needs. Manage travel and accommodation bookings for staff and visitors as required. Support resource allocation and project tracking to ensure optimal use of team capacity. Maintain accurate records of office expenditure and provide regular reports on budgets, vendor performance, and workplace utilisation data.
• Health, Safety & Compliance: Lead the implementation of health and safety, environmental, and workplace compliance standards for the London office. Ensure full adherence to legal, regulatory, and corporate policies, maintaining documentation and corrective action logs. Liaise with property management and building services to ensure the effective and safe operation of facilities (e.g., HVAC, electrical systems).
• Culture, Engagement & Events: Own and manage the London office and social budgets, ensuring alignment with company policies and maximising value for employee experience. Partner with internal committees to plan and deliver social events, celebrations, and culture initiatives. Promote a positive, inclusive, and engaging workplace culture that reflects the company’s values and collaborative spirit. Manage internal communications, sharing regular updates that strengthen employee engagement and connection.

Requirements

• You have previous experience in a similar position.
• You have experience managing a team.
• You are experienced in managing team and leadership calendars.
• You are a positive and accountable individual.
• You have outstanding communication and interpersonal abilities.
• You work well with others, contributing to a positive and collaborative team culture.
• You are tech‑savvy and enjoy supporting and helping your peers with software and hardware.
• You are confident in keeping discretion and confidentiality when handling sensitive information.

Working arrangements: You will have the opportunity to make a significant contribution to the work we do from day one. Alma Economics is a friendly and informal place, and our offices are designed for both work and play. Our team consists of enthusiastic and talented individuals who love learning and are always ready to support others. This is an office‑based role. Please note that our offices are disabled‑accessible, and we are committed to providing all necessary support to colleagues that require it, but we are also happy to consider remote working arrangements for applicants with disabilities or health conditions that prevent them from working on‑site. We welcome candidates from all backgrounds and ensure that no one receives less favourable treatment on the grounds of age, gender, sexual orientation, disability or physical condition, marital status, race, or religion.