Senior Office Manager

Licensed sponsor London Full-time Posted 1 hour ago

Deadline

The deadline for applications is the 22nd of November.

What we do

We are a diverse team of economists, social researchers, data scientists, developers and creatives working together on critical issues facing our society today. Our clients include most UK government departments, the Welsh Government, the Scottish Government, councils across the country, arms-length bodies, and several leading charities. Internationally, we work with major organisations including the World Bank, UNICEF, the WHO, the OECD, and the European Commission, as well as a number of national governments in Europe, Africa, the Middle East and Asia.

Who we want to work with

We are looking for an experienced professional who can combine office and facilities operations, handle challenging calendars and look after the workplace experience with ownership and flexibility. Key to this role is making things run smoothly and supporting international teams and leaders. The ideal candidate is an accountable and supportive individual who can communicate clearly yet in a professional manner. We are looking for someone who can build strong relationships and actively works on ensuring that being happy at work starts from our office environment. This is not a front-desk role: you will own the whole office operations and how it feels to walk into it every day.

At Alma Economics, your ideas and creativity will matter. Your role will be key to taking ownership of the smooth operations of the office environment and acting with engagement to promote best service delivery across the teams; fix problems fast and update once they are fixed. You will step into a role that actively contributes to our growth, strengthens our team culture, and helps us be effective.

You are friendly, positive and proactive, while remaining focused on executives' support, with attention to detail and precision. You naturally inspire trust in your team and colleagues, and you can effectively communicate across different levels. We have just relocated to our brand-new offices, and we are looking for someone who can help us shape our office operations with care and collaboration.

Key responsibilities

Office & Workplace Operations

Take ownership of running day-to-day operations for the London office, ensuring smooth and efficient functioning across the site.
Hold responsibility for the upkeep, layout, and maintenance of office areas and equipment, ensuring high standards of cleanliness, safety and functionality.
Own the daily feel of the office, starting at reception. Brew fresh coffee every morning so the first thing people notice is the smell of it; keep the space looking and feeling like a good boutique hotel (fresh plants or flowers, great lighting and scent, no clutter) but relaxed and down-to-earth; and run small recurring perks such as fortnightly popcorn.
Act as the main point of contact for landlords and building management, maintaining positive relationships and attending tenant meetings.
Manage procurement and inventory of office supplies, coordinate building service requests, and oversee invoice processing, supplier payments and vendor contracts.
Negotiate and monitor supplier agreements, ensuring service-level compliance and cost-effective operations.
Develop, implement, and maintain office procedures and policies covering supply ordering, visitor protocols, post and package handling, and general facilities management.
Coordinate office refurbishments, rebranding, and fit-out projects, managing timelines and budgets, and keeping staff and leadership updated as appropriate.
Oversee and provide logistical support for client events and key internal meetings.
Be the point of contact for all office tech issues (printers, screens, key fobs, etc.).

Health, Safety & Compliance

Lead the implementation of health and safety, environmental, and workplace compliance standards for the London office. Run fire drills, keep first-aider and fire-warden lists current, keep first-aid kits stocked, and log and close out incidents and near-misses.
Ensure full adherence to legal, regulatory, and corporate policies, maintaining documentation and corrective action logs. Keep fire, electrical and water-safety checks booked and on file.
Liaise with property management and building services to ensure the effective and safe operation of facilities (e.g., HVAC, electrical systems).

People & Team

Work closely with HR to ensure consistent application of office policies and procedures, supporting a smooth onboarding, first-day experience and offboarding processes.
Work closely with the IT team to support new-hire equipment or any on-the-ground support required.
Work with the Head of Corporate Services to create budgets for your areas of responsibility, while handling office spending (processing invoices, tracking budgets, and getting quotes).
Support recruitment processes by liaising with hiring managers, interviewers, and candidates as required.

Executive & Leadership Support

Provide high-level administrative support to the senior leadership, including diary management, travel arrangements, expenses, and confidential correspondence.
Coordinate internal and external meetings, preparing agendas, briefing documents, and any follow-ups if necessary.
Offer leadership and governance support by organising leadership meetings and support with agenda items and notes when necessary.

Business Administration & Logistics

Manage travel and accommodation bookings for staff and visitors as required.
Maintain accurate records of office expenditure and provide regular reports on budgets, vendor performance, and workplace utilisation data, and flag to leadership anything that affects the business of the office early, with a short summary of the issue and the fix.

Culture, Engagement & Events

Plan for the London office social budgets, events and team activities, while ensuring alignment with company policies and spend the social budget on things people actually enjoy.
Manage internal communications with precision and clarity, and share regular updates that strengthen employee engagement and connection.
Build relationships with local businesses (coffee shops, gyms, restaurants and the like) and negotiate staff perks and discounts. Keep the current list visible to everyone and refreshed.
Inform all staff immediately when something affects them (a leak, power or lift outage, fire alarm test, building works, etc.), providing clear information, necessary actions and regular updates on progress.

Requirements

You have previous experience in a similar position.
You are a positive and accountable individual.
You have outstanding communication and interpersonal skills.
You have experience managing a team and projects.
You work well with others, contributing to a positive and collaborative team culture.
You are tech-savvy and enjoy supporting and helping your peers with software and hardware.
You are confident in keeping discretion and confidentiality when handling sensitive information.

Working arrangements

You will have the opportunity to make a significant contribution to the work we do from day one.

Alma Economics is a friendly and informal place, and our offices are designed for both work and play. Our team consists of enthusiastic and talented individuals who love learning and are always ready to support others.

While most staff work 5-day weeks, for most full-time positions, we also offer the option of a 4-day working week, either from day one or as an arrangement employees can transition into later in their Alma career.

Our offices can accommodate disabled access, and we are committed to providing all necessary support to colleagues who require it, but we are also happy to consider remote working arrangements for applicants with disabilities or health conditions that prevent them from working on-site.

Check out more employment opportunities at Alma Economics and our tips for applicants here.