Office and Operations Manager in London

Key Information

• Department: Admin
• Reports to: Director of IT, Change programs
• Location: London
• Effective: ASAP

About the Role

We are seeking an experienced, proactive, and highly organised Office/Operations Manager to join our fun and dynamic team at Quartz. This role is critical to the smooth running of our London office and will be responsible for overseeing workplace operations, facilities management, health & safety, supplier relationships, office culture, and administrative support across the business. The successful candidate will be a confident self-starter who thrives in a fast-paced environment, enjoys taking ownership, and is passionate about creating an exceptional workplace experience for employees, clients, and visitors alike.

Key Responsibilities

• Office Management
  • Take ownership of the day-to-day operations of the London office, ensuring a professional, safe and productive working environment.
  • Lead office lease renewals and maintain a strong relationship with building management and legal.
  • Establish best practices, policies, and SOPs for the office and client sites globally.
  • Act as the primary point of contact for office suppliers.
  • Manage supplier contracts, renewals and service levels, seeking opportunities for operational improvements and cost efficiencies.
  • Coordinate office maintenance, supplies, stationery, refreshments, repairs and refurbishments projects.
  • Support business continuity planning and office emergency procedures across all client offices globally.
  • Provide administrative support to client offices globally and support additional business projects as required.
  • Provide leadership and line management for a globally distributed team, including performance management, coaching and development across multiple regions and time zones.
• Visitor & Employee Experience
  • Act as the first point of contact for visitors and clients, ensuring a professional and welcoming experience.
  • Coordinate visitor management processes, including welcome communications and desk allocation.
  • Lead the organisation of company events, including wellbeing initiatives, summer and Christmas parties and team-building activities.
  • Manage employee recognition initiatives, gifts, milestones and company merchandise.
  • Chair and lead the company social committee.
• Onboarding & Engagement
  • Support onboarding/offboarding activities to ensure new starters and leavers experience a smooth transition.
  • Support in building engagement programs, onboarding processes, and initiatives that enhance employee experience.
• Health, Safety & Compliance
  • Lead all office Health & Safety activities, ensuring compliance with relevant legislation and company policies.
  • Maintain health and safety records, risk assessments, DSE assessments and compliance documentation.
  • Coordinate mandatory workplace inspections and compliance checks, including PAT testing, fire safety checks and Legionella assessments.
  • Manage accident, incident and near-miss reporting procedures.
  • Organise and coordinate fire drills and emergency evacuation procedures.
  • Ensure first aid supplies and emergency equipment remain fully stocked and compliant.
  • Act as Lead Fire Marshal and First Aider for the office.
  • Manage office insurance policies and renewals, including Employers' Liability, Management Liability and other relevant policies.
  • Maintain statutory records and licences, including TV licences where applicable.
• Travel Management
  • Build and maintain relationships with designated Travel Management Companies.
  • Support employees with business travel arrangements, ensuring compliance with company travel policies.
  • Coordinate flights, accommodation and travel logistics where required.
  • Monitor travel-related expenditure and supplier performance.
• Finance Administration
  • Manage the central invoices mailbox and respond to supplier queries.
  • Process purchase invoices accurately using company systems, including Sage and Jira.
  • Perform four-eye checks on employee expenses to ensure compliance with company policies.
  • Reconcile and monitor company card expenditure.
  • Assist with budget tracking and office expenditure reporting.
  • Support supplier onboarding and procurement processes.
  • Assist the finance team with administrative activities, including PSA and P11D processes.
  • Support client invoicing and related administrative activities.
• Marketing & Internal Communications
  • Maintain and update company social media platforms and internal communications channels.
  • Support updates to the company website, LinkedIn, Instagram and Facebook pages.
  • Coordinate office communications, announcements and employee engagement initiatives.

Essential

• Experience managing office operations within a fast-paced professional services or corporate environment.
• Proven expertise in lease negotiations, office expansions, and vendor management.
• Financial acumen, including budget planning, cost analysis, and reporting.
• Strong project management skills, with the ability to manage multiple projects simultaneously.
• Strong understanding of workplace Health & Safety requirements.
• Excellent organisational skills with the ability to manage multiple priorities simultaneously.
• Strong stakeholder management and relationship-building skills.
• Exceptional written and verbal communication skills.
• High attention to detail and commitment to quality.
• Strong problem-solving skills and a proactive approach to work.
• Ability to handle highly confidential information with discretion.
• Strong Microsoft Office skills, particularly Outlook, Word, Excel and PowerPoint.

Desirable

• IOSH Working Safely or similar Health & Safety qualification.
• First Aid & Fire Marshal certification.
• Experience in managing office relocations, refurbishments or workplace projects.

Additional Information

• This is a full-time office-based role, requiring attendance in the London office five days per week.
• Candidates should be within a reasonable commuting distance of our Euston office.
• Flexibility to travel domestically and internationally as required to support clients (Spain/Canada).
• Flexibility to support occasional out-of-hours office activities, maintenance works or emergency situations may be required on an ad hoc basis.
• Comfortable working in a matrix management environment, collaborating effectively with leaders and teams across the business.

The above list of duties is not exclusive or exhaustive and the post holder will be required to undertake tasks that are reasonably expected within the scope and grading of the post.