Office Manager (f/m/d) 100%

Founded in 2010, Luware is a leading SaaS provider specialising in innovative contact centre and conversation recording solutions. Our Microsoft-certified solutions are designed to streamline customer interactions. We’re committed to innovation and growth, fostering a culture that embraces agile methodologies and flexible work arrangements.

We’re looking for an organised, proactive, and people-first Office Manager to run our London office as soon as possible. In this role, you’ll be the heartbeat of our London office – the person who keeps everything running smoothly, makes the space feel professional and welcoming, and takes pride in a well‑run environment. From managing daily operations and supplier relationships to health & safety compliance and office events, no two days are the same.

If you’re someone who solves problems before they land in someone else’s inbox, enjoys being the go‑to person in a team, and genuinely cares about the environment people work in, this role is for you.

What you’ll be doing:

• Serve as first point of contact for all office‑related queries, issues, and visitors
• Maintain office presentation standards – tidiness, professional appearance, and a welcoming atmosphere for staff and guests
• Manage office access (alarm, key fobs, door attendance) for staff, visitors, and deliveries
• Restock consumables, beverages, and office materials; maintain inventory and stock keeping
• Manage office post, mail, and package deliveries
• Conduct office walkthroughs with new starters, including fire safety introductions
• Identify and manage repair needs; liaise with cleaners, handymen, and building management
• Manage all office contractors and suppliers, coordinating repair and maintenance work
• Conduct weekly fire alarm testing and maintain the fire alarm logbook
• Hold responsibility for office risk assessments (fire, health & safety) and mandatory H&S signage
• Serve as local Health & Safety representative and fire warden
• Participate in alarm monitoring (respond to office alarms via app, check CCTV, take further action if needed)
• Manage the office budget and track spending across categories
• Host clients at the office – prepare meeting rooms, provide refreshments, and ensure a great experience
• Manage office events end‑to‑end: order supplies and food, coordinate suppliers, organise on the day, and manage cleanup
• Manage relationships with local accommodation providers to maintain company rates
• Handle travel and accommodation bookings for the leadership team
• Provide occasional management support – preparing the office for on‑site meetings, coordinating logistics for visiting executives, and helping high‑stakes days run without a hitch

What we are looking for:

• Experience in an office management, facilities, or administrative role
• A proactive, ownership mindset – you don’t wait to be asked
• Strong organisational skills and an eye for detail, with the ability to manage multiple priorities simultaneously
• Experience managing supplier and vendor relationships
• Knowledge of UK health & safety regulations and compliance, including workplace risk assessments (or a willingness to get up to speed quickly)
• Familiarity with facility operations, including liaising with building management and coordinating maintenance
• A warm, professional manner with staff and visitors alike
• Calm under pressure, adaptable, and good‑humoured
• Proficiency in Microsoft 365 (Outlook, Teams, Office suite)

Our offer:

• A fast‑paced, international, and collaborative work environment
• A role with real autonomy – you’ll run the office, not just support it
• A motivating and supportive team culture where your ideas matter
• Excellent opportunities for personal and professional growth
• Regular team events and the chance to work from another Luware office for up to a month through our exchange programme

We will only consider candidates who apply directly for this position. Applications or inquiries from recruitment agencies will not be processed. Thank you for your understanding.