Admin Manager

Full-time position. Onsite 5 days a week - Chiswick, London.

We’re hiring an Admin Manager to own day-to-day administration at Holo

Mem: procurement and shipping, finance administration, HR administration, facilities, travel and insurance.

You’ll move these processes from ad hoc to documented systems that hold up as we grow from prototype to product.

About Holo Mem

At Holo Mem, we’re building the next generation of mass data storage hardware; highly efficient, long life, and ultra durable.

Our pioneering and patented holographic technology encodes data as light within advanced polymers, enabling a resilient and future fit alternative to today’s short lived and energy intensive data storage infrastructure.

Over the past 24 months Holo Mem has graduated from both the Intel Ignite and Deeptech Labs accelerators, been awarded two Innovate UK Smart Grants, closed a seed+ funding round, and most recently deployed a working Holo Drive prototype to a live data centre to prove the robustness of our system.

Off the back of our breakthrough partnership with BDT, the world’s largest tape library manufacturer, we now begin the transition from prototype to product, maturing our validated system into a mass-produced technology platform that enables state of the art data storage performance at scale.

We have ambitious plans, and we are now scaling up our West London based team to enable them.

Join us.

What you'll be doing

You’ll keep Holo Mem running behind the scenes so our engineers can focus on building the Holo Drive, running established processes accurately and fixing the ones that are missing or clunky.

You will

• Own the procurement process: review and process purchase requests, place orders with suppliers, set up supplier accounts and credit terms, and track orders through to delivery and invoice including international shipments, couriers and customs paperwork.
• Manage expenses administration: chase and upload receipts, review spend against policy, and prepare monthly expense exports for the finance team.
• Run HR administration: track holiday and TOIL, prepare employment contracts from templates, maintain HR policies and the staff handbook, and keep employee records accurate and compliant.
• Run onboarding and offboarding: right-to-work checks, paperwork, equipment, accounts and first-day logistics.
• Keep our shared tools organised: maintain Slack channels, the One Drive folder structure and Asana projects, archive what’s no longer needed, and manage user access.
• Book business travel and accommodation in line with our travel and expenses policy.
• Look after company insurance: maintain an insurance register, coordinate renewals with our broker, and make sure cover keeps pace with the business.
• Carry out first-pass reviews of NDAs against our standard templates, flag non-standard terms, and keep a register of agreements in place.
• Manage the office and facilities: serviced-office contract, cleaning, supplies, deliveries and building liaison, and host supplier and partner visits, including meeting rooms, catering and logistics.
• Document our admin processes and improve them as the team grows and make sure they are followed, keeping procurement and legal requests, approvals and agreements in one place.
• Find places where AI tools and automation (AI assistants, Slack and Asana workflows) can cut manual work and errors, and help colleagues adopt them.
• Keep the leadership team informed: give regular updates on your areas and flag issues, risks and decisions early.

Who you are

You’re organised and accurate, and you stay calm when the workload is varied.

You can move from a supplier invoice to a new starter’s contract, to an insurance query, and back in one morning without dropping anything.

You want to own your areas and improve how they work.

You’re discreet with confidential information, write clearly to colleagues, suppliers and advisers, and are comfortable in a startup where priorities shift.

• Required Experience
• Several years’ experience in an office manager, operations administrator or similar role, ideally in a small or growing company
• Experience with expense management platforms (such as Pleo) and accounting software (such as Quick Books or Xero)
• Working knowledge of UK HR administration, including holiday entitlement, right-to-work checks, onboarding and employee records
• Confident with Google Workspace or Microsoft 365, Slack and Asana (or similar), including administering user accounts and devices
• Day-to-day use of AI assistants such as Chat GPT or Claude
• Experience working with legal advisers and engineers
• Experience with international shipping, couriers or customs paperwork
• Experience building no-code automations or AI workflows (for example Zapier, Make, Slack Workflow Builder or Asana rules)

Benefits at Holo Mem

• Share options through our EMI scheme
• 25 days annual leave
• Employer pension contributions
• A collaborative, knowledgeable team working on deeply technical, world-positive problems

Holo Mem is an equal opportunity employer. We value diversity and are committed to building an inclusive environment for all.