Office Manager

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.

The Office Manager is responsible for effectively running the London office currently at 24 employees. This role will assist the General Manager, London and Chief Administrative Officer, US, and 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 to create a positive and productive work environment for all employees.

• Oversee the daily operations of the London office ensuring efficient facilities management, supplies procurement, and vendor management.
• Ensure a seamless onboarding and offboarding process for employees.
• Manage employee benefits by liaising with external stakeholders: health insurance, pension, services agencies, and government authorities.
• Process payroll for London with external payroll providers.
• Maintain accurate people data in our HR system (Hi Bob).
• Support organizational changes, policy implementations, and process improvements for the London office.
• Greet and assist visitors, clients, and employees with professionalism and warmth.
• Assist in recruitment by posting jobs and coordinating interviews with hiring managers.
• Help maintain a positive work environment that promotes employee engagement, satisfaction, and retention.
• Maintain office supplies and kitchen inventory through regular restocking and organization.
• Manage the immigration and visa processes for London employees.
• Oversee the maintenance and cleanliness of the office environment.
• 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.
• 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.
• Excellent communication and interpersonal skills.
• Able 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.
• 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 bank holidays.