Manager, Global Office Operations

The Global Energy Alliance for People and Planet (GEAPP) brings together philanthropy including the IKEA Foundation, The Rockefeller Foundation and the Bezos Earth Fund, governments, technology, policy and development partners, and the private sector to tackle the twin challenges of energy access and transition in emerging and developing countries. By 2030, we aim to expand clean energy access to one billion people, enable 150 million new jobs and reduce 4 gigatons of future carbon emissions. We believe clean energy is development: without it, every other form of progress is undermined so we’re building a movement to unlock a new era of inclusive green economic growth that accelerates universal energy access while enabling the global community to meet critical climate goals during the next decade.  

About the role

The Global Office Operations Manager presents an exciting opportunity for a pro-active, experienced, diligent and collaborative office manager, who is looking for a role with breadth in a dynamic, start-up environment. With the primary responsibility of day to day management of GEAPP’s London office, you will be at the heart of our UK home and ensure an efficient, organised and effective workplace environment for the team. As the main point of contact for facilities you will be managing supplies, liaising with external vendors for maintenance/repairs, overseeing health and safety protocols and being a friendly and trusted presence for colleagues and visitors alike. With an upcoming relocation of the office within the city you will lead on the planning and budgeting alongside coordinating the migration of employees and systems.

Beyond office management, you will be a key player in maintaining progress on global operations and initiatives that drive organizational success. Leading on Global travel management, you will be the primary point of contact with our travel agents and employees alongside providing relevant insight on policy improvement/compliance. Working closely with the Global Operations Director you will also support on broader operational activities, including projects dedicated to building robust frameworks, continuous improvement and strategic alignment. This includes, ESG initiatives, as an area of development within the organisation, and you will use your Environmental data to assist in developing and innovating our reporting. Finally, as a natural collaborator, you will use your position to foster cohesion between offices, acting as a coordinator and mentor for fellow Office Managers alongside our Executive Assistant Community.

Responsibilities

• Oversee the daily operations of the London office to ensure efficiency and effectiveness.
• Act as the first point of contact for office-related inquiries, issues and visits.
• Day to day office maintenance – Manage office supplies inventory, health & safety compliance, issue of access control cards, coordinate with external vendors for maintenance, repairs and other services, liaison with building manager
• Implement and maintain office policies, procedures and guidelines. Ensure fire safety and first aid in office.
• Assist in onboarding new hires, ensuring workspace readiness. Collaborate with HR and IT for setting up and maintaining systems for remote and in-office employees.
• Mobile phone administration (procure of new equipment, maintain of asset register, trouble-shoot problems).
• Support the planning and development of wellbeing initiatives and social activities in the London office, including the charity partners and maintaining volunteering register.
• Lead the planning and execution of London office move, including timelines, budgets and communication to staff.
• Manage the design, fit-out and setup of the new office to meet company needs.
• Coordinate the migration of employees, equipment, and systems to the new location. Ensure minimal disruption to business operations during the relocation process.

Travel Management

• Be the central point of contact for travel management, working with our new travel agency on onboarding and set-up. Ensure monthly reporting to Global Operations Director and ExCo.
• Have overall responsibility for travel for UK and US employees, and work with regional travel managers and the Risk team to safeguard against risks. Refine travel policies and ensure compliance.
• Onboard a new travel management company, working with them to ensure a seamless transition to a new approval and booking system.

Operational Support

• Support the Global Operations Director with broader operational activities, including process improvements and compliance with company policies.
• This includes identifying opportunities for process improvements across various functions, conducting analyses to streamline workflows and implementing solutions that optimize reporting and operational outcomes.
• Additionally, the role may involve developing and maintaining documentation that outlines standard operating procedures and creating training resources to ensure consistent understanding and application of these procedures across the organization.
• Provide a central point of contact for all Office Managers & Office Coordinators globally to ensure collaboration, harnessing good practice and continuity of service.
• Take on the responsibility of serving as a key point of guidance for all global Executive Assistants (EAs). This includes facilitating regular monthly calls to ensure alignment and collaboration across the team, as well as being readily available to provide ongoing support, mentorship and direction whenever needed.
• Support the development of GEAPP’s Environmental and Social initiatives (ESG):
  1. Create reporting structure and database to show emissions from both travel and offices
  2. London office charity/volunteering initiative – working with charity partners and encouraging buy-in from local team.

Knowledge, Skills and Experience 

• Strong understanding of office management practices, facilities management and operational procedures.
• Minimum 6-10 years working in an office management and/or an operations management type role.
• With 4 years managing operations and administrative roles.
• Familiarity with health and safety regulations, fire safety and first aid requirements.
• Working knowledge of global travel compliance and risk management.
• Experience as the travel management contact for site.
• Familiarity with office relocation projects, including design, fit-out and migration processes.
• Proficiency in Microsoft Office Suite and collaboration tools (e.g., Outlook, Excel).
• Preferred Basic understanding of ESG, including reporting practices.

Behavioural Competencies 

• Strong organizational and multitasking skills to handle diverse responsibilities.
• Excellent negotiation and vendor management abilities.
• Strong verbal and written communication to collaborate across teams and with external vendors.
• Positive & proactive problem-solving approach with attention to detail.
• Ability to identify operational inefficiencies and implement effective solutions.
• Proficiency in managing budgets, timelines and project deliverables.
• Thrives in a dynamic environment and adjusts to changing priorities.
• Strong communication and interpersonal skills for cross-departmental collaboration.
• Friendly, with a real team-spirit and welcoming presence

Key Relationships

Internal Stakeholders:

• Global Operations Director: Regular reporting and strategic collaboration on broader operational initiatives.
• London Office Team: Central point of contact for all things relating to the office, including on wellbeing initiatives.
• HR and IT Teams: Coordination for onboarding, workspace setup and system maintenance.
• ExCo Members: Monthly travel reports and updates on compliance/risk issues.
• Global Office Managers: Collaboration to ensure best practices.

External Stakeholders:

• Building Management: Liaison for relocation project and office maintenance.
• Vendors and Service Providers: Management of office supplies, facilities and travel agency services.
• Charity Partners: Collaboration on volunteering and ESG initiatives.

We operate from a strong commitment to equity, diversity, and inclusion in everything we do. It is not only the right thing to do – we could not make an impact without our team members' diverse perspectives and experiences. We expect all GEAPP employees to contribute by developing their unique perspectives and talent, challenging conventional wisdom through evidence and reason, and amplifying marginalized voices.  

 GEAPP LLC is committed to the principles of equal employment opportunity and compliance with all federal, state, and local laws concerning employment discrimination, including the Americans with Disabilities Act. To this end, the organization ensures equal opportunity to all employees and applicants regardless of race, color, age, gender, sexual orientation, religion, marital status, national origin or ancestry, citizenship, lawful alien status, physical, mental, and medical disability, veteran status, or liability for service in the United States Armed Forces.  

GEAPP LLC is an Equal Opportunity Employer.