Office Manager | London, UK

About IFX Payments
We\’re an award-winning global provider of foreign exchange and payment solutions. At IFX, our mission is to become the number one service-led alternative banking partner in EMEA for corporates and Financial Institutions that add value beyond the transaction. We have one guiding principle: to Win. Properly.
What we offer
Everyone at IFX Payments has a meaningful and impactful role to play in helping us achieve that goal. We take pride in the quality of our work but balance that with the speed, intent, tenacity, and focus needed to win. We\’re a high-performance team who can trust each other as individuals to get the job done so we can be successful together.
Being part of IFX Payments, you\’ll receive every opportunity to thrive in your role to contribute to that success. We\’ll invest in you along the way to genuinely help you grow and take your career to new and exciting places. You\’ll work alongside experienced industry leaders, receive guidance from pioneering performance coaches and have the option to gain qualifications in your field that help you realise your ambitions. In exchange, we don\’t expect anything extra from you during your time here. We only ask you to do one thing: Make it count.
Benefits

• 25 days of annual leave + bank holidays and your birthday off.
• Pension auto-enrolment with salary sacrifice contributions.
• Healthcare cash plan including support for dental, physio and therapies.
• Discounts on fitness, cinema discounts, shopping, travel, entertainment and more!
• Life Insurance.
• Work Abroad.
• Cycle to work.
• Nursery fees salary exchange.
• Employee Assistant Programme
• Career progression with excellent training and development.
• Company events – Pub nights, sporting events, seasonal parties, socials

Overview of the role
As part of their role, the Office Manager will be responsible for planning and delivering the end-to-end London office relocation project, including office fit-out and move. They will be responsible for maintaining our London Office and enable our London-based IFX employees to work and collaborate in a functional, safe and inclusive environment.
Responsibilities
Office Move

• Project manage the end-to-end London office move and ensure timeline, budget, and deliverables are met.
• Liaise with stakeholders to obtain input on workplaces current and future requirements to deliver future-proof solutions.
• Coordinate with architects, interior designers, contractors, and other vendors to ensure the new office space meets functional and aesthetic requirements.
• Liaise with the landlord to manage lease agreements, building compliance, and handover schedules.
• Oversee the procurement of office furniture, fixtures, and technology equipment in alignment with company needs and budgets.
• Ensure adherence to all health, safety, and regulatory standards during the fit-out process.

Facilities Management

• Responsible for the smooth running of the new London Office, overseeing all facilities processes, including front of house, supplies, maintenance, cleaning, service providers, vendor management, and health & safety compliance.
• Manage contracts and service-level agreements (SLAs) with all office vendors to ensure high-quality service delivery.
• Work closely with our IT services providers to ensure supply of IT equipment for the office.
• Manage meeting room calendars and access to the meeting rooms.
• Managing the office & kitchen supplies inventory and place orders as necessary within allocated budget.
• Manage office passes and equipment for starters and leavers.
• Support with booking couriers and manging all incoming post and deliveries.
• Maintain accurate office guidance

Front of House

• Main point of contact for the building reception, informing them of guests and welcoming all visitors in a timely way.
• Ensuring all client facing meeting rooms and all office areas are presentable and fully stocked at all times.

Events

• Facilitate the organisation of internal and external events at our London office, supporting with catering arrangements, cleaning schedules, etc.
• Support the People and Culture Team with in organising company events and arranging company initiatives.
• Promote positive company culture and employee wellness.

Health & Safety

• Ensure the new London office compliance with health and safety regulations and standards.
• Conduct regular health and safety inspections to identify and mitigate risks.
• Support with the development and roll out of global health and safety initiatives.
• Oversee the roll out of necessary training and support to maintain a safe working environment, including delivering health & safety induction for new starters.

Requirements

• Previous experience in facilities management, including supplier management.
• Proven experience managing significant office fit-out projects or similar large-scale office relocation projects.
• Strong project management skills, with a track record of delivering projects on time and within budget.
• Ideally relevant qualifications at A-Level or higher education.
• Knowledge of health and safety regulations and compliance in office environments.
• Excellent stakeholder management and communication skills.
• Highly skilled in project management tools (e.g., Microsoft Project, Trello, Asana) and Microsoft Office Suite.
• Ability to manage multiple priorities and work under tight deadlines.
• Ability to be flexible to meet the demands of the work.
• Energetic, enthusiastic and driven.
• A true team player with a winning mentality and strong work ethic committed to continuous improvement and high performance.
• Adaptable, tenacious and flexible who is able to perform under pressure.

Diversity & Inclusion
We believe that diversity and inclusion are essential to our success. We are committed to fostering a culture where everyone feels valued and respected, regardless of their background, identity or experiences. By embracing diverse perspectives and promoting equity, we aim to create an environment where all employees can perform and reach their full potential.
Additional Information
– We work on a hybrid basis from our office in central London.
– You must be eligible to work in the UK to be considered for this position.
– Full background check will be carried out.

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