Office Manager

Job Summary

We are looking for an Office Manager to join our sociable lively team to work in our vibrant office environment.

The Office Manager / Front of House / Executive Assistant is central to the smooth and professional operation of our Birmingham Corporate Headquarters. This multifaceted role ensures a welcoming environment for all staff and visitors, combining high-level administrative support to senior leadership with responsibility for office facilities, health and safety, and front-of-house services. The postholder acts as a trusted point of contact for internal and external stakeholders, managing office operations, vendor relationships, and compliance with company policies. Supporting two senior executives, the role includes complex diary management, travel coordination, and confidential administrative tasks. The successful candidate will demonstrate exceptional organisational skills, attention to detail, and the ability to foster a positive, inclusive workplace culture. This is a highly visible position requiring discretion, adaptability, and a proactive approach to both day-to-day operations and strategic initiatives.

The Office Manager will be required to be on site five days per week from 8.00am -5.00pm

How You'll Contribute

The Office Manager will contribute to the following:

• Manage reception and front-of-house services, ensuring a professional and welcoming environment

• Act as the first point of contact for visitors, clients, and contractors

• Oversee office entrance control, security badge management, and parking allocations

• Coordinate visitor access, meeting room bookings, and hospitality requirements

• Provide comprehensive diary management and meeting coordination for two senior executives

• Arrange domestic and international travel, accommodation, and itineraries for executives

• Assist in preparation of annual report

• Manage office supplies, procurement, and relationships with vendors and service providers

• Oversee contracts for cleaning, catering, equipment, and other office services

• Ensure compliance with health, safety, and environmental (HSE) standards, including fire safety and PAT testing

• Conduct regular office inspections and address maintenance or facility issues promptly

• Liaise with building management, IT, and contractors for maintenance and security protocols

• Coordinate onboarding and offboarding processes, including workspace and systems setup

• Maintain filing systems, databases, and office records, including archives

• Support internal communications, manage office distribution lists, and update SharePoint sites

• Organise internal events, team-building activities, and leadership off-sites

• Handle confidential information with discretion and professionalism

• Promote a positive, inclusive, and efficient workplace culture aligned with organisational values

What You'll Bring

To help us make a difference, you’ll bring your passion and expertise/ talent for what you do along with the following skills, experience, qualifications and attributes:

Essential:

• Proven experience in office management, executive support, and front-of-house roles

• Strong proficiency in MS Office applications (Word, Excel, PowerPoint, Outlook)

• Excellent organisational, time-management, and multitasking skills

• Professional communication and interpersonal abilities

• Experience managing vendors, contracts, and office budgets

• Knowledge of HSE compliance and office safety standards

• Ability to handle confidential information with discretion

• Proactive, adaptable, and solutions-focused approach

Desirable:

• Experience in facilities management and vendor coordination

• Familiarity with visitor management systems and travel booking platforms

• Event coordination experience

• Understanding of GDPR and data protection principles

• Professional qualification in administration, facilities, or office management

• Experience supporting multiple senior leaders in a corporate HQ environment

What We'll Offer

• Competitive salary dependent on experience

• Industry Leading Pension Scheme = we’ll match your contributions up to 8% on a 1 : 1.5 basis

• Life Assurance 8 x salary

• 25 days holiday + bank holidays

• Income protection

• Shopping discounts

• Cycle To Work Scheme

• Employee Assistance Programme

• Virtual GP Clinic for you and immediate family

• A collaborative, dynamic working environment