Office Manager

Established in 2004, OLIVER is the world’s first and only specialist in designing, building, and running bespoke in-house agencies and marketing ecosystems for brands. We partner with over 300 clients in 40+ countries and counting. Our unique model drives creativity and efficiency, allowing us to deliver tailored solutions that resonate deeply with audiences. 

As a part of The Brandtech Group, we're at the forefront of leveraging cutting-edge AI technology to revolutionise how we create and deliver work. Our AI solutions enhance efficiency, spark creativity, and drive insightful decision-making, empowering our teams to produce innovative and impactful results. 

Role:  Office Manager 

Location:  London, United Kingdom

About the role: 

The Office Manager is accountable for the full operational performance of the London office — a busy, client-facing environment with 15 meeting rooms, 8 acoustic booths, and a team of five to lead and develop.

This role sits at the intersection of facilities management, Health and Safety compliance, people leadership, and workplace experience. You'll work with real autonomy: managing supplier relationships, budgets, and regulatory compliance, while shaping the culture and quality of the workplace for staff, clients, and visitors alike. Beyond day-to-day delivery, you'll drive continuous improvement, set the standard for service excellence, and ensure the office reflects OLIVER's values at all times.

What you will be doing: 

Office Operations and Workplace Experience

• Take full ownership of the day-to-day running of the London office — maintaining a consistently high standard across all spaces, with particular attention to client-facing areas
• Oversee 15 meeting rooms and 8 acoustic booths, setting the bar for presentation, readiness, and service quality
• Own the room booking system and coordinate catering for meetings, workshops, and internal events — managing quality and spend against agreed budgets
• Manage office supply procurement, communications screens, mail and courier coordination, and storage — balancing quality, cost, and operational efficiency
• Lead the planning and delivery of staff social events and workplace initiatives that strengthen culture and connection across the office
• Maintain a visible, active presence in the office — accessible and hands-on when it counts

Team Leadership and Development

• Lead, develop, and inspire the Home Team: 2 Receptionists, 1 Front of House Assistant, and 2 overnight Security staff
• Set clear, high standards for client-facing and employee-facing service — coaching consistently, recognising strong performance, and addressing issues with fairness and clarity
• Manage rotas, annual leave, and performance reviews, creating the conditions for each team member to perform at their best
• Build a team culture rooted in accountability, care, and a shared commitment to quality

Facilities and Compliance Management

• Own the full facilities function: planned preventative maintenance, reactive works, contractor performance, and compliance documentation — ensuring records are accurate, up to date, and auditable at all times
• Hold external cleaning contractors to clear service standards through regular quality audits and direct performance management
• Manage relationships with the landlord, building management, and specialist contractors — maintaining service levels and escalating risks promptly
• Monitor office energy usage, analyse trends, and lead on sustainability reporting in support of green policy commitments and ISO certification requirements

Health and Safety

• Act as the Health and Safety representative for the London office — maintaining full compliance with relevant legislation and internal policy, and proactively identifying and resolving risks before they escalate
• Serve as a qualified First Aider for the office
• Act as the primary emergency contact and keyholder, including out-of-hours responsibility

IT and Workplace Technology

• Partner with the IT team to keep all meeting room AV and video conferencing technology fully operational and fit for purpose
• Serve as the primary escalation point for meeting room technology issues — coordinating resolution efficiently and minimising disruption to the business

Budget and Financial Accountability

• Own the purchase order and invoice process within the internal finance system — ensuring accuracy and timeliness across all facilities and operational spend
• Manage catering, supplier, and contractor spend against agreed budgets — tracking performance, identifying variances early, and driving cost efficiency without compromising quality
• Provide clear, accurate reporting on office and facilities costs to support budget planning and stakeholder decision-making

What you need to be great in this role: 

• Substantial experience in office management and/or facilities management in a client-facing, professional environment — ideally within a creative, media, or marketing agency
• A strong track record of running a high-footfall, high-standard office — including meeting room management, contractor oversight, and full compliance documentation
• Demonstrable experience as a Health and Safety representative, with solid working knowledge of relevant legislation and compliance requirements
• First Aid qualification, or clear readiness to obtain one in post
• Proven ability to lead and develop a small, multi-function team — with experience managing rotas, annual leave, performance reviews, and day-to-day people matters; able to give direct, constructive feedback and build a high-performing team culture
• Confident, credible stakeholder management across IT, Finance, and senior leadership — with clear, professional communication across all contexts, from contractor briefings to senior stakeholder updates
• Experience managing operational budgets with a detail-oriented approach to financial administration and a commercial mindset when dealing with suppliers and contractors
• Familiarity with sustainability reporting, energy monitoring, green policy frameworks, and ISO certification in a commercial office environment
• Advanced MS Office skills and a strong track record of adopting new systems and software quickly
• Advanced use of Gen AI tools relevant to workplace and facilities management — including scheduling, communication drafting, reporting, supplier coordination, and process documentation — to enhance output quality and operational efficiency
• Experience designing AI-assisted workflows for yourself and your team, reducing administrative load and improving operational consistency
• Ability to train team members in effective AI tool use within a workplace operations context
• Agentic approach to complex operational challenges: systematic, outcome-oriented, and able to break multi-step problems into clear, executable plans
• Strong critical judgement when evaluating AI-generated outputs — particularly in compliance, safety, and stakeholder-facing contexts where human oversight is essential
• Formal qualifications are welcome but not required. Equivalent experience counts, whether gained through work, study, volunteering, or self-directed learning.

Req ID: 18128

#LI-KA1 #LI-Onsite #LI-midsenior

Our values shape everything we do: 

Be Ambitious to succeed   

Be Imaginative to push the boundaries of what’s possible   

Be Inspirational to do groundbreaking work   

Be always learning and listening to understand   

Be Results-focused  to exceed expectations   

Be actively pro-inclusive and anti-racist across our community, clients and creations   
 

OLIVER, a part of the Brandtech Group, is an equal opportunity employer committed to creating an inclusive working environment where all employees are encouraged to reach their full potential, and individual differences are valued and respected. All applicants shall be considered for employment without regard to race, ethnicity, religion, gender, sexual orientation, gender identity, age, neurodivergence, disability status, or any other characteristic protected by local laws.   

 OLIVER has set ambitious environmental goals around sustainability, with science-based emissions reduction targets. Collectively, we work towards our mission, embedding sustainability into every department and through every stage of the project lifecycle.