UK - Office Manager

The Role

The Office Manager plays a central role in ensuring the smooth, efficient and effective running of the Incubeta office environment. Taking ownership of day-to-day office operations, office facilities management and workplace experience, this role is responsible for creating a professional, welcoming and well-organised environment that enables employees, clients and visitors to have a positive experience.

The role oversees office facilities, suppliers, budgets, health and safety, people administration and employee experience initiatives. It also involves taking ownership of key administrative processes across the business, including onboarding and offboarding, executive administration and the coordination of company-wide meetings and activities.

Working closely with internal stakeholders and external partners, the Office Manager identifies opportunities to improve operational efficiency, enhance the workplace experience and ensure the office continues to meet the evolving needs of the business.

The role requires you to be in the office 5 days a week.

Key Responsibilities

Reception & Office

- Ensure all visitors have a positive and professional experience when coming into the Incubeta Office.
- Oversee and manage the day-to-day running and upkeep of the Incubeta Office, ensuring it remains clean, organised, well-equipped and fit for purpose.
- Run the day-to-day office operations, including maintaining the office, supplies, and vendor relationships.
- Act as the primary point of contact for office-related queries, ensuring timely resolutions and maintaining a productive environment.
- Create a fun, inviting, and inspiring work environment by exploring creative ways to enhance our office spaces, making them places where people genuinely enjoy working
- Ensure tech resources are functional, troubleshooting issues promptly to minimise disruption to workflow.
- Oversee the management of meeting rooms, ensuring they are properly maintained, equipped, and ready for use.
- Manage and maximise the office budget, ensuring cost efficiency while maintaining a high-quality workplace experience.
- Ensure the Incubeta offices meet business needs, including identifying opportunities for new office spaces when necessary.

People Support & Adhoc Administration

- Coordinate onboarding for new hires, working closely with the People and IT teams to ensure new starters have the necessary equipment, access, resources and induction arrangements in place for a smooth onboarding experience.
- Manage the employee offboarding process, ensuring company equipment is recovered, access to relevant systems is removed and all necessary arrangements are completed in a timely manner.
- Provide administrative support across the business as required, assisting different teams with various tasks.
- Manage the laptop fleet & maintain the Computer Asset Register in conjunction with IT.
- Support our committees with organising events and initiatives.
- Support the People Team with day-to-day administrative tasks and coordination, helping to ensure people processes run smoothly and employee data is recorded accurately.
- Identify opportunities to improve administrative processes and introduce more efficient ways of working across office and business support activities.

Health, Safety, and Compliance

- Oversee workplace health and safety arrangements, including risk assessments, incident reporting, fire safety procedures, first aid provisions and emergency planning.
- Ensure the office adheres to all health and safety regulations, addressing potential hazards in a timely manner.
- Maintain health and safety records, ensuring incidents are logged, followed up on, and reported as required.
- Conduct regular audits of office facilities, fire exits, and emergency equipment, ensuring everything is functioning properly.
- Ensure the office complies with legal and regulatory requirements, such as fire safety, first aid, and workplace health standards.
- Liaise with building management and relevant stakeholders to address facilities and compliance matters.
- Promote a positive health and safety culture, ensuring employees are aware of relevant procedures and know how to raise concerns.

Executive Support

- Provide administrative support to the executive team
- Take ownership of company-wide meetings, including scheduling, agenda preparation, and coordinating communications to ensure seamless execution.
- Plan and coordinate domestic and international travel arrangements, including booking transportation, accommodation, itineraries and any associated requirements.
- Organise and book meetings, ensuring appropriate venues, resources, and timing.
- Act as a central coordination point for key business activities, ensuring effective communication and follow-up between stakeholders.

What We're Looking For

- Previous experience in an administrative, front-of-house, or office management role.
- Excellent organisational skills and the ability to multitask and prioritise.
- Warm, professional, and confident communicator - both in person and in writing.
- Strong problem-solving skills and a proactive, solutions-focused attitude.
- Comfortable working independently while juggling a wide range of responsibilities.
- A team player who thrives in a fast-paced, collaborative environment.
- Enthusiastic about creating a positive workplace culture.

Our Package

Salary

We benchmark salaries against the industry to remain highly competitive. Salaries are regularly reviewed and progress alongside your development. Performance-related bonuses are also available.

Benefits

A flexible, credit-based benefits package including healthcare, pension contributions, gym memberships, and more.

Policies

Forward-thinking policies designed to support a high-performance and balanced working culture.

What to Do Next

If this sounds like the right next step, apply now - we'd love to hear from you.