Office Manager

We’re looking for a well-organised, proactive, and experienced Office Manager to take ownership of our office environments in London and Brussels, as well as provide ad hoc support to other EU offices. This standalone role is ideal for someone who thrives in a dynamic, people-focused environment, is passionate about maintaining smooth day-to-day operations, and enjoys contributing to a strong workplace culture.

This role is central to our People and Operations functions, supporting everything from office logistics and compliance to team training sessions, events, and onboarding experiences.

Purpose of role: 

• To manage the office building and facilities for London and Brussels and other EU offices as required
• To support with bookings and administration for people team initiatives including L&D training sessions
• A supporter for cultural initiatives - social events, DEI events, community building activities
• Responsible for first aid and fire warden appointments to ensure we are compliant with health and safety regulations within local countries
• First point of contact for onboarding and both internal and external queries

Expectations: 

• Working time will involve 4 days per week in the office in a normal working week
• Development of documented routines for activities like daily checks of office supplies, contact directory for services and ordering, creating clear handovers to team to ensure facilities run smoothly at all times
• Responsible for budgets underpinning the running of the office, flagging any spend over £500 to line manager
• Implement and maintain office policies and standard operating procedures 
• Assist with ad-hoc admin needs across the People Team and SLT as required

Office Operations:

• Independently manage daily administrative functions to ensure a productive, organized office environment.
• Order and manage inventory of office supplies, equipment, and consumables.
• Coordinate meetings, travel logistics, document distribution, and internal communications.
• Maintain filing systems, office records, and administrative templates

Facilities Management:

• Serve as the primary contact for property management, maintenance, cleaning, and vendor services.
• Ensure the physical workspace remains clean, safe, and well-maintained.
• Coordinate office layout changes, workspace assignments, and basic repair needs.
• Monitor and manage security and building access systems.
   

Multi-Office & EU Support:

• Act as the central point of contact for administrative and facilities matters across all offices.
• Support the EU office as required, coordinating with local vendors and staff to maintain office standards.
• Ensure timely and accurate mail distribution and inter-office communication.
• Help implement consistent policies, procedures, and administrative systems across locations.
   

Budget & Vendor Oversight:

• Track office and facility expenses; manage budgets and purchasing decisions.
• Negotiate and maintain service agreements with external vendors.
• Recommend and implement cost-saving and efficiency-improving measures.
   

Health, Safety & Compliance:

• Ensure compliance with workplace health and safety requirements.
• Maintain records for inspections, drills, equipment servicing, and safety policies.
• Liaise with IT support to address office technology or infrastructure needs

• Facilities Management experience
• Project management skills
• Relationship building and influence

The Office Manager is required to be in the office 4 days a week (Monday - Thursday)

SquareTrade is an Equal Opportunity Employer