Office Manager Lancaster, UK on-site

We’re looking for an Office Manager who will play a key role in keeping our offices running smoothly and making sure the team has everything they need to do their best work. This is a hands‑on, varied role, perfect for someone who enjoys being at the heart of things and takes pride in creating a welcoming, well‑organised environment. This role will be based in our Lancaster office & labs at Lancaster University, with occasional travel to our London Office (Shoreditch).

You will be responsible for:

• Team Events
  • Plan and organise away days, team‑building activities, and company events.
  • Coordinate venues, catering, logistics, and budgets to create great experiences for the team.
  • Be the one that makes sure everyone’s birthday is remembered and celebrated.
• VIP Visits
  • Welcome clients / VIPs, organise catering, ensure meeting rooms are booked.
  • Co‑ordinate with senior management.
• Administration & Compliance
  • Manage joiners and leavers, in accordance with the onboarding/leavers process (laptops, logins, access etc).
  • Handle general paperwork, filing, correspondence, and record‑keeping.
  • Assist in renewals and monitor asset coverage and other managing of business insurance policies, liaise with brokers, and ensure appropriate cover is in place.
  • Arrange cost‑effective travel in line with company policy and budget approvals.
• Office Environment
  • Coordinate cleaning schedules (directly or through contractors) and maintain a pleasant, functional workspace.
  • Procure office equipment, stationery, business cards, and other supplies, managing supplier relationships and assisting with negotiating contracts.
  • Ensure our Lancaster office is well‑stocked, organised, and running efficiently.
  • Ensuring our smaller London office (in a managed office building) is well supported, liaising with the office management company.
• Asset Management
  • Maintain and regularly audit asset registers (laptops, mobile phones, and office equipment across London and Lancaster), ensuring all assets are accounted for, operational, and appropriately allocated.
  • Support the Operations Director and technical teams in tracking other company assets where required (e.g. lab equipment), but not responsible for technical asset ownership.
• Health and Safety
  • Support the company’s Health & Safety framework by maintaining records, coordinating required training, and assisting with compliance administration.
  • The Office Manager is responsible for office‑based health & safety administration (e.g. DSE assessments, basic risk assessments, and office safety compliance).
  • Ensure accurate record‑keeping and audit‑ready documentation across all administrative processes.
  • Maintain confidentiality and handle sensitive company information in accordance with company policies.
• Accounting
  • Support the finance function with expense processing, reconciliation, and record accuracy using QuickBooks, ensuring timely and compliant reporting.
  • Co‑ordinating with employees to ensure timely submission of company credit card expenses and costs incurred on behalf of the company, with accurate recording and reimbursement processing in QuickBooks.
  • Providing ad‑hoc support on accounting‑related activities, including assistance with QuickBooks, during peak periods such as month‑end close, audits, and interim reviews.
• Contracts & Agreements
  • Co‑ordinate with management and HR function to ensure that company documents are signed by all relevant parties using DocuSign.
• Holiday Tracking
  • Co‑ordinate with management and HR function to track and report holiday/sickness.

Key Experience

• Experience in office administration, facilities coordination, or a similar operational role.
• Strong organisational skills and attention to detail.
• Technically savvy and experienced with software (Google Workspace Apps, Gmail, Microsoft 365, DocuSign etc).
• Experience coordinating events or meetings.
• Comfortable working independently and managing your own priorities.
• Experience dealing with suppliers, contractors, and external contacts in a professional manner.
• Familiarity with basic budgeting or procurement processes.

Nice to Have Experience

• Experience with the latest AI tooling, eg: Claude Co‑work, ChatGPT, Codex etc.
• Basic accounting and bookkeeping knowledge.
• Experience using QuickBooks or similar accounting software.
• Knowledge of business insurance requirements.
• Experience in a tech or science‑based company environment.

Benefits

• 30 days annual leave (on top of public holidays).
• Flexible working arrangements, with an expectation of in‑office presence to support operational needs.
• Company pension scheme.
• Bonus scheme.
• Participation in company share scheme.
• Cycle to Work scheme (government‑supported salary sacrifice scheme).
• Modern company laptop.

If you are a proactive and organised professional who enjoys keeping things running smoothly, we want to hear from you.