Office Manager in London

About Frontiers: At Frontiers, our purpose is simple yet ambitious: to make science open. We believe open science empowers the global scientific community to accelerate discovery and develop the solutions needed for healthy lives on a healthy planet. We are one of the world’s largest and most influential open-access research publishers. Every article we publish is peer-reviewed and quality-certified, ensuring research is accessible to everyone, everywhere. To date, Frontiers research has been viewed over 4 billion times, demonstrating the real-world impact of science without barriers.

Joining Frontiers means being part of a global, mission-driven organization at the intersection of science, technology, and innovation — working alongside passionate colleagues who care deeply about advancing knowledge for the benefit of society.

The role: We’re looking for an experienced and proactive Office Manager to oversee the smooth daily running of our London hub and ensure a professional, safe, and welcoming environment for all employees and visitors. As the primary onsite point of contact, you will manage facilities, vendors, workplace standards, onboarding, and employee support. You’ll play a key role in helping create an environment where employees can do their best work while ensuring the workplace reflects our culture, values, and brand.

This is a hands-on role suited to someone who enjoys taking ownership, takes pride in operational excellence, can balance attention to detail with a practical, solutions-focused approach, and creating a consistent, high-quality workplace experience.

What you’ll be doing:

• Oversee the daily operation of the London office, ensuring the workplace remains safe, professional, well-maintained, and fully operational.
• Act as the primary onsite contact for building management, coworking providers, cleaners, maintenance teams, contractors, and other workplace vendors.
• Manage access control, visitor processes, deliveries, and office security procedures.
• Coordinate maintenance, repairs, and workplace improvement initiatives in partnership with the Head of Events & Workplaces.
• Partner with IT, Security, People, and other internal teams to ensure effective workplace operations and employee support.
• Manage office supplies, furniture, equipment, and inventories, ensuring cost-effective procurement and appropriate stock levels.
• Support onboarding and offboarding activities, including workspace setup, equipment provisioning, and office orientation.
• Develop, maintain, and continuously improve local office procedures, workplace guidelines, and playbooks.
• Support health & safety activities, including incident reporting, drills, workplace inspections, and compliance documentation.
• Track vendor performance, budgets, invoices, and contracts, ensuring service quality and value for money.
• Provide responsive onsite support for employees' day-to-day workplace needs and help foster a positive office experience.
• Assist with onsite meetings, workshops, leadership visits, and employee events, including room setup, catering coordination, and logistics support.

About you: You're a highly organized and service-oriented workplace professional who takes ownership and enjoys creating environments where people can thrive. You combine strong operational discipline with a people-focused approach, understand the importance of workplace experience, and are comfortable managing multiple priorities in a fast-paced environment. You build strong relationships, communicate confidently, and take pride in maintaining high standards.

Requirements: Ideally, you have:

• 3+ years of experience in office management, workplace operations, facilities management, or a similar role.
• Experience managing office facilities, vendors, contracts, and service providers.
• Strong operational and organizational skills with excellent attention to detail.
• Experience maintaining workplace standards in a professional office environment.
• Confidence managing multiple stakeholders and priorities simultaneously.
• Clear and professional communication skills (written and verbal).
• Experience supporting health & safety and workplace compliance activities.
• A proactive mindset with a strong sense of ownership and accountability.
• Fluent English (written and verbal).

Bonus points for:

• Experience in coworking environments or with landlord/vendor management.
• Knowledge of health & safety processes.
• Basic comfort with IT/AV troubleshooting.
• Interest in workplace culture, sustainability, and employee experience.

Benefits: We prioritise office presence and emphasise in-person collaboration, but also offer appropriate adjustments where needed, in line with company policy. Extra wellbeing days on top of your annual leave allowance. Up to 3 paid volunteering days each year. 24/7 confidential Employee Assistance Programme (wellbeing, mental health, legal & financial support). Learning & development support via the Frontiers Learning Hub. Competitive local benefits country dependent (e.g. healthcare and pension/retirement provision).

Equal opportunity statement: Frontiers actively embraces diversity and is a safe and welcoming workplace. Recruitment is free from discrimination – including based on race, national or ethnic origin, age, religion, disability, sex, gender identity or sexual orientation. With employees from more than 50 different nations, our diversity creates vibrant teams and constantly challenges us to appreciate multiple perspectives.