Office Manager in London

Orchestrade is a global leader in providing sophisticated, complete cross-asset front-to-back trading and risk management platforms. Our innovative solutions are trusted by a diverse range of financial institutions, including investment banks, hedge funds, asset managers, private banks, as well as energy and utility companies. We pride ourselves on being a truly reliable technological partner that not only comprehends but also effectively addresses the intricate needs of our clients, ranging from rapidly growing businesses to the largest global enterprises. Our commitment to cutting-edge technology and unparalleled client service sets us apart in the financial software industry.

The Office Manager is responsible for effectively running the London office currently at 24 employees. This role will also be assisting the General Manager, London and Chief Administrative Officer, US. Additionally, this position will work closely with Office/HR Managers in the US and Paris. The Office Manager plays a crucial role in ensuring the smooth operation of the London office. By efficiently managing facilities, supplies, budgets, and office events, you’ll create a positive and productive work environment for all employees.

The Office Manager will be responsible for overseeing the daily operations of the London office ensuring efficient facilities management, supplies procurement, and vendor management.

• As the key point of contact for London employees, you will ensure a seamless onboarding and offboarding process for employees (DPAE, contracts, termination documents, managing absences).
• Managing employee benefits by liaising with external stakeholders: health insurance, pension, services agencies, and government authorities.
• Processing payroll for London with external payroll providers.
• Support organizational changes, policy implementations, and process improvements for the London office.
• Greet and assist visitors, clients, and employees with professionalism and warmth.
• Assisting in recruitment by posting jobs and coordinating interviews with hiring managers.
• Helping maintain a positive work environment that promotes employee engagement, satisfaction, and retention.
• Maintain office supplies and kitchen inventory through regular restocking and organization.
• Managing the immigration and visa processes for London employees.
• Oversee the maintenance and cleanliness of the office environment, sometimes you will have to get your hands dirty.
• Coordinate repairs or replacements for office supplies, equipment, and facilities, including IT equipment and stationery.
• Liaise with vendors to ensure timely delivery of supplies and services.
• Check and approve invoices related to facilities management and supplies procurement.
• Work closely with the Finance department to manage office budgets effectively.
• Ensure cost-effectiveness in all office-related expenditures.
• Adhere to company policies and procedures regarding budget management.
• Handle incoming and outgoing mail efficiently.
• Coordinate office events, meetings, and employee activities to foster a positive work environment.
• Support on-site events and guest hosting by assisting with setup, coordination, and on-the-ground logistics.

Attributes/Skills Required

• Strong organizational and multitasking skills, be ready and willing to do tasks that are not on the job description and that you were not trained for.
• You need to be hands‑on and ready to act on unexpected events.
• Sensitive to people and their needs without overcrowding them.
• Able to prioritize when you have several emergencies at once.
• Adaptable is the watchword.
• Excellent communication and interpersonal skills with the ability to interact professionally across all levels of the organization.
• Ability to manage vendors, negotiate contracts, and oversee office budgets.
• Strong problem‑solving skills and attention to detail.
• Friendly, approachable, and professional demeanor.
• Proactive and resourceful in addressing office needs.
• Ability to maintain confidentiality and handle sensitive information.
• Strong time management and prioritization skills in a fast‑paced environment.
• Be an advocate for company culture and employee engagement.

Requirements

• 2 to 3 years of office management experience.
• Excellent communication and interpersonal abilities: you must be a people person and willingness to go the extra mile.
• Proficient in Microsoft Office Suite and other relevant software applications.
• Knowledge of basic financial management principles.
• Ability to work independently and collaboratively in a fast‑paced environment.

Benefits

• Health plan
• Pension Scheme
• 25 Holiday Days plus local