Location: Hybrid role: London office-based 3 days per week — Mondays, Tuesdays & Thursdays, Work from Home - Wednesdays & Fridays
About Vanda Research
Vanda is an independent research firm providing highly tactical macro strategy insights and real-time positioning and flow data. No one understands positioning like we do, and no one has the data—or the expertise—to turn it into actionable insights like Vanda. Our proprietary platforms equip investors with the edge they need to make smarter trades and drive superior returns.
The Role
We’re hiring a hands‑on Office Manager to keep our London office running smoothly, elevate the team experience, and support events, travel, reporting and light IT coordination. This is a varied role with high visibility across the business. You’ll be in the office every Monday, Tuesday and Thursday, acting as the point person for facilities, vendors, events, and team logistics.
Key Responsibilities
Office Operations & Facilities
- Own office readiness on in‑office days (Mon/Tue/Thu): set‑up, tidiness, supplies and hospitality.
- Order/pick up Monday breakfast for the team; oversee Sainsbury’s, Nespresso and Amazon orders (e.g., stationery).
- Handle day‑to‑day facilities issues (e.g., AC units, leaks, minor repairs); manage artwork and general ambience, maintain stock of cleaning materials, co‑ordinate with cleaners.
- Oversee relevant vendors & service providers when required.
- Manage subscriptions (e.g., FT) and office courier requirements.
- Assisting with logistics around office moves.
Events, Hospitality & Client Touchpoints
- Plan and execute social events, including the Christmas party and quarterly team activities.
- Organise venues for client dinners and support client hospitality.
- Prepare meeting rooms for external meetings (cleaning, set‑up, refreshments).
- Organise and coordinate offsite events (logistics, venues, agendas, budgets).
People Ops Support
- Arrange training courses; maintain training logs and chase completions.
- Monitor employee PA dealings.
- Coordinate leaving gifts, birthday cards, and star employee gifts to reinforce culture.
Travel & Scheduling
- Assist with travel bookings and roadshow organisation, including comprehensive travel packs (schedules, tickets, key info).
- Manage travel insurance records and renewals; support visas/relocations administration.
- Schedule interviews and coordinate with candidates and hiring teams.
- Maintain client call schedules and Zoom lines; coordinate and own recurring meetings (agendas, notes, follow‑ups).
Documentation, Templates & Reporting
- Create polished PDFs of research reports and support distribution.
- Compile and circulate VandaXasset and VandaTrack stats; prepare ad‑hoc management/board KPIs.
- Support invoice chasing and expense processing.
- Organise shared folder filing, including version control and archiving of old documents.
- Review and manage the quarantine email digest company‑wide, releasing legitimate emails as needed.
- Maintain up‑to‑date contact sheets (vendors, partners) and handle any courier requirements.
- Liaise with external IT (e.g., Cloudbox) for escalations; track tickets to closure.
Who We’re Looking For
- Confident managing vendors and budgets.
- Strong organisational skills with excellent attention to detail; able to juggle multiple priorities and apply initiative to tasks.
- Confident with common tools (e.g., Microsoft 365/Google Workspace, Zoom), basic IT set‑ups, and document formatting.
- Professional discretion and strong communication skills; calm under pressure.
- Available in‑office every Mon/Tue/Thu.
- Right to work in the UK.
What We Offer
- Competitive salary + performance‑based incentives
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