Office Manager

Role overview

Health, safety and fire safety

• Manage workplace health and safety checks, records, risk assessments and follow-up actions, using external consultants for specialist advice.
• Coordinate fire safety checks, servicing, fire risk assessments, emergency lighting and related records.
• Support fire warden, evacuation and emergency arrangements.
• Assign and track recommendations and actions; escalate material risks, overdue actions and non-compliance to the Head of Operations.

Facilities and suppliers

• Keep the office safe, clean, functional, professional and fit for purpose.
• Manage relationships with the landlord, utilities providers, maintenance contractors and workplace suppliers, following service issues through to resolution.
• Arrange repairs, servicing, maintenance and remedial works; maintain records of contracts, servicing, inspections, warranties and facilities activity.
• Maintain supplier and contractor records, obtain quotations, coordinate appointments and follow up unresolved issues.

Administration and workplace logistics

• Coordinate annual business insurance administration and renewal with Legal, Finance, brokers and insurers; maintain policies, certificates, dates and correspondence and support claims.
• Manage office supplies, equipment, food, beverages and consumables, balancing availability, waste and cost.
• Manage post, couriers, deliveries, visitors, meeting rooms, refreshments, parking and other office logistics.
• Work with the People Team on workplace setup, equipment, access and supplies for starters and leavers.
• Maintain operational trackers, calendars and records.

Candidate approach

• The description emphasizes a proactive, organized and practical approach, confidence following actions through, and raising issues early.

Workplace context

• The role manages Breathe HR’s office and workplace environment.