About the Role
We’re looking for an Office Manager who will play a key role in keeping our offices running smoothly and making sure the team has everything they need to do their best work. This is a hands‑on, varied role, perfect for someone who enjoys being at the heart of things and takes pride in creating a welcoming, well‑organised environment. This role will be based in our Lancaster office & labs at Lancaster University, with occasional travel to our London Office (Shoreditch). You will be responsible for:
Team Events
* Plan and organise away days, team‑building activities, and company events.
* Coordinate venues, catering, logistics, and budgets to create great experiences for the team
* Be the one that makes sure everyone’s birthday is remembered, and celebrated.
VIP Visits
* Welcome clients / VIPs, organise catering, ensure meeting rooms are booked.
* Co‑ordinate with senior management
Administration & Compliance
* Manage joiners and leavers, in accordance with the onboarding/leavers process (laptops, logins, access etc)
* Handle general paperwork, filing, correspondence, and record‑keeping
* Assist in renewals and monitor asset coverage and other managing of business insurance policies, liaise with brokers, and ensure appropriate cover is in place.
* Arrange cost‑effective travel in line with company policy and budget approvals.
Office Environment
* Coordinate cleaning schedules (directly or through contractors) and maintain a pleasant, functional workspace.
* Procure office equipment, stationery, business cards, and other supplies, managing supplier relationships and assisting with negotiating contracts. You will need to follow the company procurement policy.
* Ensure our Lancaster office is well‑stocked, organised, and running efficiently.
* Ensuring our smaller London office (in a managed office building) is well supported, liaising with the office management company.
Asset Management
* Maintain and regularly audit asset registers (laptops, mobile phones, and office equipment across London and Lancaster), ensuring all assets are accounted for, operational, and appropriately allocated.
* Support the Operations Director and technical teams in tracking other company assets where required (e.g. lab equipment), but not responsible for technical asset ownership.
* Other assets (eg: lab equipment) in conjunction with Finance
Health and Safety
* Support the company’s Health & Safety framework by maintaining records, coordinating required training, and assisting with compliance administration.
* The Office Manager is responsible for office‑based health & safety administration (e.g. DSE assessments, basic risk assessments, and office safety compliance).
* Laboratory health & safety is managed separately under the Head of Materials, reporting to the Chief Scientist.
* Ensure accurate record‑keeping and audit‑ready documentation across all administrative processes.
* Maintain confidentiality and handle sensitive company information in accordance with company policies.
Accounting
* Support the finance function with expense processing, reconciliation, and record accuracy using QuickBooks, ensuring timely and compliant reporting.
* Co‑ordinating with employees to ensure timely submission of company credit card expenses and costs incurred on behalf of the company, with accurate recording and reimbursement processing in QuickBooks.
* Providing ad‑hoc support on accounting‑related activities, including assistance with QuickBooks, during peak periods such as month‑end close, audits, and interim reviews.
Contracts & Agreements
* Co‑ordinate with management and HR function to ensure that company documents are signed by all relevant parties using DocuSign
Holiday Tracking
* Co‑ordinate with management and HR function to track and report holiday/sickness
Key Experience
* Experience in office administration, facilities coordination, or a similar operational role.
* Strong organisational skills and attention to detail.
* Technically savvy and experienced with software (Google Workspace Apps, Gmail, Microsoft 365, DocuSign etc)
* Experience coordinating events or meetings.
* Comfortable working independently and managing your own priorities.
* Experience dealing with suppliers, contractors, and external contacts in a professional manner.
* Familiarity with basic budgeting or procurement processes.
Nice to Have Experience
* Experience with the latest AI tooling, eg: Claude Co‑work, ChatGPT, Codex etc.
* Basic accounting and book keeping knowledge.
* Experience using QuickBooks or similar accounting software.
* Knowledge of business insurance requirements.
* Experience in a tech or science‑based company environment.
Benefits
We're continually updating and improving our benefits. Some of our benefits include:
* 30 days annual leave (on top of public holidays)
* Flexible working arrangements, with an expectation of in‑office presence to support operational needs
* Company pension scheme
* Bonus scheme
* Participation in company share scheme
* Cycle to Work scheme (government‑supported salary sacrifice scheme)
* Modern company laptop
If you are a proactive and organised professional who enjoys keeping things running smoothly, we want to hear from you.
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