Welcome to Aibly – we're innovating the future of work!
Aibly is a vibrant, fast-growing technology start-up on a mission to democratise AI agentic workflows for businesses of all sizes. We equip companies to easily orchestrate, deploy, and manage sophisticated AI agent teams, revolutionising how they operate in the AI era.
We're seeking a proactive Operations and Administration Manager to be the backbone of our growing organisation. You will ensure seamless operations, enabling our team to focus on developing world-changing AI. This role is ideal for someone who thrives on creating order and enjoys the dynamic environment of a high-growth start-up.
Contract: Full Time
Salary: £40,000 - £45,000 depending on experience.
Location: London Bridge / hybrid working.
The Role:
You'll be the operational and administrative glue that holds everything and everyone together, ensuring we scale efficiently, and our operational framework is robust.
This role is perfect for someone who:
* Loves being the go-to person who always has the answer (or knows where to find it) regarding operational and administrative matters
* Thrives on variety and enjoys juggling multiple operational projects simultaneously
* Gets energised by wearing multiple hats and solving challenges
* Takes pride in turning processes into smooth, scalable operational systems
What You'll Own and Drive:
Operational & Administrative Excellence:
* Design and execute seamless first-day experiences for new hires, ensuring they have the necessary tools and access permissions
* Maintain pristine employee data across all HR and H&S systems, ensuring accuracy and compliance
* Prepare and manage essential administrative paperwork, including employment contracts, NDAs and contract amendments
* Lead talent acquisition by managing recruitment efforts and candidate coordination
* Serve as the primary point of contact for employee queries regarding operational procedures, office systems, and administrative processes, directing them to appropriate resources as needed
* Streamline workflows by identifying bottlenecks and implementing better systems that save time and reduce friction across the business
* Develop and implement operational policies and procedures that supports efficiency and clarity
* Coordinate logistics for team meetings, drive internal communications, and organise company events
* Manage and maintain our operations Confluence pages and ensure key company information is current, accessible, and user-friendly
* Drive process automation and efficiency improvements across administrative and operational functions
* Coordinate meeting room bookings and day passes to ensuring our office space works for everyone
* Manage critical systems including SharePoint, MS Teams, Jira, and Confluence, keeping our digital workspace in order
* Organise remote office setups and system rollouts that enable our growth
* Manage the operations budget and maintain up-to-date records of all software licenses and subscriptions
* Streamline inventory management, including equipment bookkeeping and asset tracking
* Build scalable health & safety processes that grow with our team
* Develop and expand virtual assistants/administrative support as the business grows
What We're Looking For:
Essential Skills Experience:
* Ideally 3-5 years of operational and administrative experience, ideally in IT, software development, or a fast-paced start-up environment
* Microsoft 365 mastery – You know these tools inside and out and can teach others to use them effectively
* AI productivity tools – You are capable and familiar with using AI productivity tools to make your day and work more efficient
Bonus Points For:
* Experience with Jira, Confluence, or similar project management tools.
* Safety certifications including workplace health & safety, fire warden, or first aid qualifications.
* Knowledge of modern software development practices.
Personal Qualities:
* Proactive mindset – You spot opportunities for operational improvement before problems arise.
* Attention to detail - Your attention to detail is legendary, nothing slips through the cracks on your watch
* Communication excellence – You're equally comfortable writing clear emails and having face-to-face conversations with everyone from new hires to senior leadership
* Growth mindset – You're eager to learn and adapt as our company evolves
* Collaborative spirit – You build relationships and foster innovation across all levels of the business
* Start-up resilience – You embrace change and find energy in our fast-paced environment where priorities can shift quickly
* Problem-solver – You approach challenges with curiosity, adaptability, and with the confidence to ask questions
Why You'll Love Working with Us:
Impact & Growth:
* Contribute to a positive, productive and collaborative company culture
* Direct influence on operational excellence and efficiency
* Continuous learning opportunities in AI and business operations
* Career development with growth potential as our team expands
Environment & Culture:
* Collaborative innovation – Work with brilliant minds who value creativity and technical excellence
* Hybrid flexibility – Balance focused work with collaborative in-person time
* Work life balance - 25 days’ holiday a year plus 8 UK public holidays
If you're someone who finds joy in creating smooth and efficient operations in a fast-paced tech start-up, we want to hear from you. Your role will be fundamental in ensuring our team can focus on transforming the AI landscape. This is your chance to be part of something revolutionary!