Office Manager in Reading

Point of Rental Software is among the fastest-growing software companies in the rental management space, and we are searching for forward-thinking individuals who can help take our mission to the next level. Our dynamic, fast-paced environment fosters a culture of innovation and positivity that breeds agility and opportunity. Our mission is to revolutionise asset management by providing cutting-edge technology solutions that simplify complex inspection processes and drive efficiency for businesses across a wide variety of industries.

Your Mission: To ensure a safe, efficient, and welcoming workplace by proactively managing office operations, facilities, vendors, and administrative processes—enabling teams to do their best work every day.

Key Responsibilities

• Office and Facilities Management
  • Supervise the smooth day-to-day operation of the office, including oversight of opening/closing routines, supplies, post, and visitor management, delegated to the Office Receptionist.
  • Oversee the welcoming experience (reception processes, meeting room readiness, hospitality), delegated to the Office Receptionist.
  • Coordinate desk/space allocation, seating plans, and hybrid working logistics.
  • Create a clean, professional environment and resolve day-to-day workplace issues quickly.
  • Manage all facilities maintenance, repairs, cleaning, security, utilities, and building relationships.
  • Coordinate and ensure compliance with statutory checks (e.g., fire safety, first aid, risk assessments).
  • Maintain incident logs and ensure appropriate actions are taken.
  • Support business continuity planning (emergency plans, evacuation procedures).
• Vendor and Contract Management
  • Source, onboard, and manage all office-related suppliers (cleaning, internet, security, office equipment).
  • Track contracts, renewals, Service Level Agreements (SLAs), and costs; obtain quotes as needed.
  • Monitor service quality and escalate issues with vendors or building management.
• Administrative and Financial Support
  • Purchase and manage office supplies, stationery, pantry/kitchen stock, and small equipment.
  • Manage calendars for meeting rooms and office resources.
  • Draft and maintain office policies and Standard Operating Procedures (SOPs).
  • Handle general calls, mail distribution, and document filing where required.
  • Track office spend and coordinate approvals with the Managing Director (MD) and Finance.
  • Support employee expenses administration (policy guidance, receipt handling).
• HR and Employee Support
  • Coordinate onboarding logistics: desk setup, building access.
  • Support employee events and culture activities (team lunches, off-sites, celebrations, and the Syrinx Conference).
  • Act as the point person for all office-related queries and issue resolution.
  • Communicate office updates clearly (maintenance schedules, closures, policy changes).
  • Manage company insurance policies and employee benefits (Group Bupa Dental scheme, Group Private Medical scheme, Life Assurance, Public and Product Liability, Professional Indemnity, Employer Liability, and Travel Policy renewals).
• Compliance and Documentation
  • Responsible for the completion of received supplier questionnaires.
  • Responsible for the completion of the HAE HITS assessment.
  • Assist with GDPR Compliance, liaising with the external Compliance consultant and UK MD.
  • Maintain Health & Safety (H&S) documentation (risk assessments, drills, incident logs).
  • Maintain the Office operating calendar, vendor list, contracts tracker, renewal calendar, and service scorecards.

Requirements

• Experience: 5 - 10 years in office administration, facilities coordination, or workplace operations.
• Vendor Management: Proven experience in sourcing, negotiating, managing SLAs, and handling escalations.
• Budgeting/Admin Finance: Competent in PO/invoice processing, spend tracking, and cost control.
• Facilities and Compliance Literacy: Basic understanding of H&S, risk assessments, and routine statutory checks.
• Process Mindset: Ability to document and improve office SOPs (e.g., onboarding checklist, visitors, mail, supplies).
• Stakeholder Management: Confident engaging with senior leaders and maintaining composure under pressure.
• Discretion and Trust: Ability to handle sensitive and confidential information appropriately.
• Communication: Excellent written communication for clear office updates and good judgment on when to escalate issues.

Job Type: Full-Time. Base Salary.