Office Manager

Established in 2004, OLIVER is the world’s first and only specialist in designing, building, and running bespoke in-house agencies and marketing ecosystems for brands. We partner with over 300 clients in 40+ countries and counting. Our unique model drives creativity and efficiency, allowing us to deliver tailored solutions that resonate deeply with audiences. As a part of The Brandtech Group, we're at the forefront of leveraging cutting-edge AI technology to revolutionise how we create and deliver work. Our AI solutions enhance efficiency, spark creativity, and drive insightful decision-making, empowering our teams to produce innovative and impactful results.

About the role:

This role combines operational office management with facilities management and Health and Safety responsibilities for the London office. You'll oversee 15 meeting rooms and 8 acoustic booths, manage contractors and suppliers, coordinate catering and events, and act as the primary point of contact for building-related issues — all while leading and developing a team of five. Success in this role looks like an office that runs smoothly and leaves a strong impression on everyone who walks through the door, a well-managed and motivated Home Team, and full compliance with facilities, Health and Safety, and sustainability requirements at all times.

What you will be doing:

• Day-to-Day Office Management
  • Oversee the day-to-day running of the London office — ensuring it remains presentable, functional, and well-maintained across all areas
  • Manage 15 meeting rooms and 8 acoustic booths, ensuring they are always set up to a high standard and ready for use
  • Manage the room booking system and coordinate catering for meetings, workshops, and internal events
  • Order office stationery and maintain key workplace supplies, ensuring availability without unnecessary overstock
  • Manage internal office screens and communications — including staff messaging and showcasing the latest work
  • Coordinate incoming and outgoing mail, including urgent courier bookings and international deliveries
  • Maintain office storage areas in an organised and fit-for-purpose condition
  • Provide reception cover when required and act as an active, visible member of the Home Team
  • Support the organisation of regular social events for staff
• Team Leadership and Development
  • Lead, manage, and develop the Home Team: 2 Receptionists, 1 Front of House Assistant, and 2 overnight Security staff
  • Conduct performance reviews, manage rotas and annual leave, and address performance issues where needed
  • Set high standards for client-facing and employee-facing service across the team, and support people to consistently meet them
• IT and Workplace Technology
  • Work closely with the IT team to ensure all meeting room video conferencing facilities are fully operational and fit for purpose
  • Act as a first point of escalation for meeting room technology issues — coordinating resolution efficiently
• Facilities Management
  • Liaise with the landlord, building management, and external contractors to ensure all planned preventative maintenance (PPM) is completed in line with Health and Safety legislation
  • Manage reactive maintenance issues — escalating promptly to appropriate contractors and tracking through to resolution
  • Oversee the performance of external cleaning contractors and carry out regular quality audits
  • Ensure all facilities records, compliance documentation, and paperwork are accurate and up to date at all times
  • Monitor office energy usage and analyse trends to support sustainability goals, green policy commitments, and ISO certifications
• Health and Safety
  • Act as the Health and Safety representative for the London office — maintaining compliance with all relevant legislation and internal policy
  • Serve as a qualified First Aider for the office
  • Act as the main emergency contact and keyholder for the London office, including out-of-hours contact responsibility
• Budget and Financial Administration
  • Raise purchase orders within the internal finance system and ensure invoices are approved accurately and on time
  • Manage catering and supplier spend against agreed budgets, flagging variances and risks promptly
  • Track and report on office supply and contractor costs, supporting accurate budget management across the facilities function

What you need to be great in this role:

• Proven experience in office management and/or facilities management in a client-facing, professional office environment
• Demonstrated ability to manage a busy, high-footfall office to a consistently high standard — including meeting room management, contractor oversight, and compliance documentation
• Experience acting as a Health and Safety representative, including maintenance of compliance records and PPM coordination
• First Aid qualification, or willingness to obtain one in post
• Track record of leading and developing a small team — with experience managing rotas, annual leave, performance reviews, and day-to-day people matters
• Ability to set clear expectations, give constructive feedback, and support team members to perform consistently well
• Experience delivering a first-class workplace experience in an environment with regular senior or high-profile client visits
• Confident working across multiple internal stakeholders — including IT, Finance, and senior leadership — and managing external contractors and suppliers to clear service standards
• Strong ability to manage multiple priorities simultaneously in a fast-paced environment — maintaining attention to detail and service standards across everything the role covers
• Advanced MS Office skills and confidence learning new systems and software quickly
• Clear and professional written and verbal communication skills across all contexts — from staff messaging to contractor briefings to senior stakeholder updates
• Familiarity with sustainability reporting, green policy frameworks, and ISO certification requirements in an office environment is an advantage
• Proficiency with Gen AI tools relevant to office and facilities management — including tools that support scheduling, communication drafting, reporting, supplier coordination, and process documentation
• Experience building personal AI-assisted workflows to improve operational efficiency and reduce administrative workload
• Agentic approach to office management challenges: able to break complex operational problems into clear actions, identify the most efficient resolution paths, and follow through consistently
• Ability to critically evaluate AI-generated outputs and apply sound operational and compliance judgement before sharing or acting on them
• Experience in a creative, media, or marketing agency office environment
• Familiarity with sustainability and energy monitoring in a commercial office setting
• Experience managing overnight or security team rotas alongside standard daytime operations
• Formal qualifications are welcome but not required. Equivalent experience counts, whether gained through work, study, volunteering, or self-directed learning.

OLIVER, a part of the Brandtech Group, is an equal opportunity employer committed to creating an inclusive working environment where all employees are encouraged to reach their full potential, and individual differences are valued and respected. All applicants shall be considered for employment without regard to race, ethnicity, religion, gender, sexual orientation, gender identity, age, neurodivergence, disability status, or any other characteristic protected by local laws.

OLIVER has set ambitious environmental goals around sustainability, with science-based emissions reduction targets. Collectively, we work towards our mission, embedding sustainability into every department and through every stage of the project lifecycle.