Office Manager

We are looking for an experienced and proactive Office Manager to take full ownership of workplace operations across our two UK offices - a self-managed site in Eashing, and a managed space in London. This standalone, part-time role is ideal for someone who enjoys variety, autonomy, and solving operational challenges. You will manage vendors, liaise with the landlord and building management team, oversee compliance, and continuously improve how we run our physical spaces. You will be responsible for overseeing the day-to-day in Eashing, with regular visits to our London office (one day every other week). You will also project-manage an upcoming London office move.

Location: Eashing, Surrey (on-site) with London visits once every other week.

Hours: 16 hours per week (ideally spread over 4 or 5 days). Some flexibility may be required to accommodate occasional business needs such as office moves, facilities issues, or company events.

Main Responsibilities:

• Office & Facilities Management
  • Act as the go-to person for onsite issues, escalating or resolving as appropriate.
  • Perform regular walkarounds at both offices, flag and resolve issues.
  • Maintain strong relationships with the landlord in Eashing and building management in London.
  • Ensure both spaces are functional, compliant, and welcoming.
• Office Move (London): Project-manage a potential London office move. Coordinate with Fora (building management), internal teams, and external providers to ensure a smooth transition.
• Vendor & Contractor Management: Source and negotiate with vendors, track service levels, and resolve issues efficiently. Book, coordinate, and quality-check contractor work.
• Security & Access: Manage access cards, keys and visitor procedures. Maintain security protocols and liaise with providers. Maintain GDPR-compliant security and visitor logs.
• Health & Safety & Compliance: Schedule and document fire drills. Oversee fire safety and first aid compliance (equipment, signage, logs). Act as point of contact for fire safety, including coordination of fire marshals, equipment checks, evacuation procedures, and liaison with external providers. Maintain and periodically test emergency procedures, involving evacuation plans, emergency contact lists, and incident reporting processes. Maintain and regularly review risk assessments, DSE tracking, and statutory compliance records. Ensure legal compliance with relevant workplace H&S regulations.
• Budget Management: Own the office and facilities budget. Track spend, approve invoices, manage supplier costs, and identify savings. Report on facilities costs and identify cost-efficiency opportunities.
• Process Improvements: Review and assess how we manage our offices and facilities. Identify opportunities to automate, streamline, or outsource tasks. Build simple systems (e.g. vendor trackers, service logs, checklists).
• Support ESG & Audit Readiness: Collaborate with the ESG Associate to track data (e.g. recycling, utilities, suppliers) and work with vendors to improve sustainable office practices. Provide supporting documentation for audits (e.g. ISO, insurance, ESG reporting).
• Catering & Office Events: Arrange catering and refreshments for meetings, workshops, and all-hands events. Help coordinate small in-office events (lunches, seasonal gatherings, guest visits). Manage dietary needs and vendor selection.
• Office Environment & Supplies: Monitor and maintain office supplies (stationery, snacks, printer ink, etc.). Track office inventory (equipment, keys, IT accessories). Coordinate repairs or replacements (e.g. chairs, monitors, fixtures). Ensure desks and shared spaces are neat, functional, and compliant.
• Post, Deliveries & Storage: Receive, manage, and distribute incoming post and deliveries. Coordinate outgoing, incoming mail and courier services.
• General Operations: Work closely with the People Team, IT, and Finance to make sure office operations align with wider business goals. Liaise with Finance and Legal to manage relevant office insurance policies. Support onboarding for new hires (access, induction, new starter kits). Support offboarding processes including equipment collection and access removal. Keep simple documentation of procedures, vendors, and schedules. Respond to day-to-day issues and escalate where needed.

Requirements/ Knowledge, Skills, and Experience:

You are an experienced office or facilities manager who thrives on autonomy, variety, and improving how things work. You are just as comfortable speaking to landlords or contractors as you are creating a tracking sheet or jumping in to fix an issue. You enjoy running a space, making systems better, and supporting people through great office experience and compliance. You do not wait to be asked - you get ahead of problems. You will bring:

• Proven experience managing physical office environments.
• Strong knowledge of H&S, fire safety, and compliance basics.
• Confident vendor and stakeholder management.
• A budget-aware, process-minded approach - you spot inefficiencies and fix them.
• Organised, proactive and able to manage your own time.
• Ability to work independently and manage competing priorities.

What We Offer:

• A flexible, autonomous role with real ownership.
• The chance to run the function and shape how we work.
• Part-time hours that support work/life balance.

We are united by a shared purpose and are committed to truly understanding each other. We know that everyone is unique and has their own story. We strive to have a diverse workforce that embraces and celebrates one another. We are united in building connections and curious to learn from each other so that we continue to grow together to build the workplace of tomorrow.

Why Work For Unily?

• In addition to a generous base salary and discretionary company bonus, here are some things we think you will love:
• Our awesome team culture. We are focused on achieving results as a team and having fun while we do it. You won’t find a friendlier or more dedicated bunch of people.
• Our industry leading product. We are very proud of our ever-evolving product, naturally we use (and love) it internally and provide the tools and resources for you (and our clients) to become a Unily expert.
• The flexibility that we offer. We don’t just mean working from home occasionally. We operate on a hybrid basis, and also recognise that life happens during the day and encourage a sustainable work/life balance.
• Our bright and modern office spaces. When you need to be in the office we want it to be like being at home. We have a well-stocked kitchen and the option to bring your dog to work.
• We offer a fantastic suite of benefits. Including 25 days holiday plus an extra paid day off to enjoy your birthday, Vitality life cover (for health, sight, hearing and dental), Aviva pension (via a salary sacrifice scheme), life assurance, income protection and so many more.
• Our commitment to sustainability and giving back to the community. We know working for an organisation that takes its environmental & social impact seriously is important, and we are proud to offer 1 fully paid volunteering day per year, an employee matching charity donation scheme and options to lease an Electric Vehicle through our salary sacrifice scheme.