Office Manager in Lancaster

Quantum Base has invented the Q-ID, a world leading anti-counterfeit solution to protect brands, goods, documents and more. Q-IDs cannot be counterfeited, can be put on anything and can be authenticated with any smartphone. Our largest client is a prestigious security printer using Q-IDs for a government tax stamp programme. Quantum Base is 11 years old and was founded by Professor Robert Young at Lancaster University. We’re an innovative scientific company at heart and our mission is to create a new global standard.

About the Role

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.
  • 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.

We’re continually updating and improving our benefits. Some of our benefits include:

• 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.
• 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.