My client based in Oxford are currently recruiting for an Office Manager to join their team on a full-time permanent basis. The Office Manager will perform a wide range of clerical, administrative, and executive support tasks. Also serving as a local liaison for compliance, safety, facilities, and employee events.
* Office based role
* Monday – Friday 8am – 5pm.
* Salary - £36-42,000 DOE
* Associate degree or bachelor’s degree in related field preferred.
* 3 or more years of Senior level administrative or office management experience required.
This position also provides cross-functional support to departments such as Service, Accounting, Systems, and IT. The Office Manager oversees daily operational needs, including timely product shipments and management of accounts payable/receivable with both customers and vendors. They work closely with the on-site Manager and other internal teams to maintain smooth business operations and deliver exceptional, customer-focused service. Facilities coordination is another key area of responsibility, including working with third-party vendors to ensure the smooth and effective operation of the physical job site.
Key responsibilities
* Oversees front office operations as the first point of contact for the company, ensuring all phone inquiries, guest interactions, and internal/external communications are handled professionally and efficiently.
* Provides high-level administrative support to site leadership, including drafting and editing complex documents, managing confidential materials, preparing internal forms, and maintaining shared calendars and schedules.
* Leads meeting coordination efforts, including preparing agendas, capturing and distributing meeting minutes, and managing travel and logistics for managers or executive team members.
* Maintains organized digital and physical filing systems and proactively manages office supply inventory to support business continuity.
* Manages all incoming and outgoing mail, shipping, and receiving operations, and collaborates with the service team to support logistics and material handling needs.
* Oversees the ordering and inventory control process for office and operational supplies, ensuring resources are stocked, tracked, and replenished in a cost-effective and timely manner.
* Coordinates with couriers and shipping vendors, manages postage accounts, and ensures accurate routing of all deliveries.
* Coordinates ongoing facility maintenance activities including janitorial services, pest control, shredding, linen services, and ISO compliance, ensuring all services meet operational standards.
* Acts as the primary liaison between staff and external vendors or contractors, facilitating timely resolution of building and equipment issues.
* Maintains accurate logs of work orders, schedules preventive maintenance, and ensures the workplace environment remains clean, safe, and fully functional.
* Collaborates with landlords, building management, and corporate headquarters on facility projects, space planning, and vendor contract negotiations.
* Partners with HR and Facilities teams to support new building initiatives, office moves, renovations
* Supports health and safety compliance efforts, including fire extinguisher inspections, CPR/First Aid/AED certification, and country-specific standards.
* Acts as a culture ambassador by representing HR on site, identifying people-related concerns, and reporting them to Human Resources.
* Supports onboarding, orientations, prescreening interviews, and local recruitment coordination in partnership with corporate HR.
Other Duties
* Support finance operations by ensuring timely coordination and forwarding of invoices and expense documentation to the accounting team, including digitizing physical mail as needed.
* Supports basic data collection, reporting, invoice tracking, and payment reconciliation.
* Stays informed of company updates and communicates relevant changes to site staff.
o Assists with maintaining compliance records and facility documentation as required by HR or ISO standards.
o For all on -site positions, must show up to work to perform job duties.
o Good communication skills.
o Ability to work with and as a Team.
o Able to lift up to 25 pounds and 41+ with two people.
If you have the skills and experience listed above please send your CV to Kerry.chaloupka@irweb.co.uk or call 07896811228.
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