Office Manager

We live in a world that runs on physical industries like energy, logistics, and manufacturing. These sectors are essential to our economy and daily lives, yet they are held back by inefficiencies, fragile legacy systems, and decades-old ways of working. This is not just a business problem; it is a societal one. When grids fail, supply chains stall, or factories falter, entire economies are disrupted. These companies face unique, complex challenges that typical software was never designed to solve. Cogna was founded to change this. Our mission is to give critical industries their own AI-powered Software Factory: a way to build and deploy bespoke digital tools that solve pressing operational challenges. Since our launch in May 2023, we’ve seen incredible customer traction and revenue growth. We’re backed by leading VCs, including Notion Capital and Hoxton Ventures, and we’re building a world-class team to take on one of the most important challenges of our time. Tackling challenges at this scale takes people who are curious, adaptable, and motivated by impact. If our mission resonates with you, we encourage you to apply, even if your experience doesn’t match every requirement. We are committed to building a diverse team that reflects the industries and societies we serve.

Overview

This is a new role for Cogna. As we grow, we need someone to take full ownership of our office environment and ensure it runs brilliantly every single day. You will be the face of Cogna for anyone who walks through our doors and a trusted point of contact for everyone on the team. You will report to the Operations Director and be based full-time in our Chancery Lane office. This isn’t a behind-the-scenes role; you will be a visible, high-energy presence who helps create a great experience for the team and visitors in the office every day. When clients and partners visit, you’ll ensure they experience a professional, well-run operation. When team members need something, you’ll be the person they know they can rely on. This role is ideal for someone who enjoys creating a welcoming, well-run environment. You take pride in the details - a tidy office, a fully stocked fridge, a meeting room that’s ready before anyone arrives. You’re proactive rather than reactive: you anticipate what people need before they ask. You’re motivated by the satisfaction of making other people’s days easier. If you see something that needs doing, you do it.

What you will do

• Office environment: Own the day-to-day running of the office, ensuring it is clean, organised, and welcoming at all times. You will keep shared spaces tidy, manage storage and organisation systems, and maintain high standards throughout the workspace.
• Guest experience: Be the first point of contact for all external visitors. You will greet guests, escort them to meeting rooms, and ensure they are looked after until their host is ready.
• Meeting room management: Ensure meeting rooms are set up and ready in advance of all internal and external meetings. This includes checking equipment, tidying spaces, and preparing any refreshments or materials required.
• Supplies and stock: Keep the office fully stocked with supplies, snacks, and drinks. You will manage inventory, place orders proactively, and ensure nothing runs out.
• Facilities and building liaison: Act as the main point of contact with building management and service providers for maintenance, repairs, and general facilities support. You will ensure issues are resolved quickly and the office runs without disruption.
• Administrative support: Provide proactive administrative support to the CEO and executive team. This includes light diary management—ensuring meetings are sensibly scheduled with appropriate gaps - and coordinating logistics for key internal and external engagements. You will anticipate what leaders need and ensure they have it.
• Events and socials: Support the planning and execution of internal events, including weekly team lunches, socials, and company offsites. You will handle logistics, coordinate with vendors, and ensure events run smoothly.
• Onboarding support: Help new hires have a brilliant first experience at Cogna. You will provide office inductions, ensure team lunches are arranged, and make sure they have everything they need to get started quickly.
• Internal communications: Help coordinate internal communications such as all-hands meetings, sharing updates, and sending reminders. You will support efforts to keep the team informed and connected.
• Culture and engagement: Help nurture our team culture through initiatives like swag, event support, and capturing and sharing internal highlights. You will look for ways to make the office environment more engaging and increase office utilisation.

You Might Be a Fit If You...

• Have 5+ years of experience in office management, executive assistance, hospitality, or a similar customer-service-oriented role.
• Take genuine pride in creating a well-run, welcoming environment - you notice when something is out of place and you fix it.
• Are warm, friendly, and approachable - people enjoy interacting with you and feel comfortable asking for help.
• Have high energy and a positive attitude that’s infectious - you raise the tone of a room.
• Are proactive and anticipate needs rather than waiting to be told what to do.
• Have excellent attention to detail and strong organisational skills.
• Can juggle multiple tasks and stay calm under pressure.
• Communicate clearly and professionally with people at all levels, from visitors to executives.
• Are reliable and consistent - you show up every day ready to deliver.

This role is fully office-based (five days a week at our Chancery Lane office).

Why Join Us?

• Be the person who shapes how Cogna's office feels as we scale.
• Work closely with the Operations Director and executive team.
• Join a fast-growing company where you can see your impact every day.
• Be part of a team that values what you do and recognises that great operations make everything else possible.

What We Offer

• Competitive salary & share option plan.
• 25 days annual leave + public holidays.
• 7.5% company pension contribution.
• Private healthcare (including family cover and pre-existing conditions).
• Regular socials and offsites; access to on-site gym & classes.