Job Description
The Office Manager is responsible for facilitating the smooth-running of our London office. This role will have responsibility for the functionality, presentation, and safety of our office and will play a vital part in cultivating a first-class employee experience.
What you’ll do
- Own all aspects of Health and Safety for the London office, ensuring compliance with all regulatory requirements, including the coordination of risk assessments (including home office), organising First Aid and Fire Warden training and other related training, being an active member of the H&S committee and escalating issues to the P&C Team.
- Primary contact for the London office building management, coordinating all maintenance requests on behalf of the OFX Team, following all security procedures including maintaining staff access records, visitor management, office access; keyholder for the office, ensuring the space is secure both within and outside of office hours and attending the premises out of hours if required, managing the access control system and office keys.
- Supporting the effective coordination and optimisation of office space to meet evolving business needs, including managing space planning activities, monitoring occupancy levels, and assisting with office moves, reconfigurations, or relocation projects as required.
- Ordering and distributing office supplies including stationery, drinks and snacks, ensuring a sufficient level of stock is maintained at all times.
- Coordinating all office catering requirements, including managing daily and ad‑hoc food and beverage orders, liaising with suppliers, supporting internal events and meetings, and ensuring catering services are delivered on time and to the expected standard.
- Ensuring the office is consistently maintained to a high standard by overseeing its presentation and functionality, coordinating the procurement of maintenance and cleaning services, and managing supplier relationships to guarantee high‑quality service delivery.
- Escalating any issues affecting the employee experience within the London office, such as IT issues, equipment failures, or other operational concerns, to ensure timely resolution.
- Organising both international and regional couriers.
- Managing all incoming and outgoing post, including sorting and distributing mail to the appropriate recipients, recording items when required, and ensuring timely handling of any tracked, confidential, or high‑priority correspondence.
- Providing holiday cover for the EA & Facilities Manager when required.
- Assisting SLT/GET and other OFX internal visitors, when in the London office.
- Serving as the primary point of contact for UK employees, providing support with travel arrangements, team events, coordinating marketing materials, and assisting with client‑related needs such as hampers and gifts.
- Carrying out additional responsibilities as required, including administrative support for SLT members or other tasks assigned by the EA & Facilities Manager.
- Supporting the P&C Team with events and initiatives e.g. related to training, wellness or diversity.
- Coordinating the onboarding and offboarding of team members, including equipment distribution/collection, office access, office induction and distribution of welcome packs.
- Purchase, distribution and tracking of anniversary gifts and employee award gift cards.
- Support the P&C Team with administration and coordination, for example filing, updating people systems, arranging training events, basic documentation creation etc.
- Key member of the affinity groups including the Good Vibes Committee (GVC), Rise and Women’s Network; coordinating and promoting social events, activities, and celebrations.
What you’ll bring
- 3+ years’ experience in a similar office support role
- Foundational knowledge of occupational health and safety in an office environment.
- Discretion and integrity - the ability to handle confidential matters with professionalism is crucial.
- Highly organised with the ability to prioritise varying demands.
- Confident and able to liaise with people at all levels through excellent written and spoken English.
- Strong attention to detail with quick execution.
- Sociable and enthusiastic with a can‑do attitude.
Benefits
- Always keep learning. We offer a wide range of learning and career development opportunities to help every OFXer build their capacity and career, with leadership training, secondments, internal mobility and access to a large library of online learning.
- Make a difference. Through our Make a Difference program, we encourage OFXers to give back to causes and communities that are important to them. We celebrate this with an annual volunteer day, which OFXers can use together or individually, as well as matched giving and the opportunity to nominate charity of choice every quarter.
- Reward and recognition. We recognise a job well done. OFXers are encouraged to celebrate their peers’ effort, technical expertise or support through a range of global and regional channels and awards, including quarterly and annual awards, milestones and shout outs.
- Showing our social side. Our Good Vibes employee‑led committees around the globe organize events to help keep our employees engaged inside and outside the office. Whether it’s a wellbeing activity, end of year celebration, or a monthly team get‑together, our team wants you to feel welcome!
- Benefits that mean something. We offer a range of fantastic benefits, including primary and secondary gender neutral carer parental leave (16 weeks) or birthday leave, you'll feel well‑supported at OFX.
- A great work environment. Enjoy work‑life balance and flexibility with our hybrid work model, in an inclusive, diverse and non‑hierarchal culture.
EEO Statement
At OFX, we are committed to fostering a diverse, inclusive and accessible workplace where we value, respect, and encourage our people to be their authentic selves. With an employee base as diverse as the clients we serve, we know that fostering an inclusive workplace is fundamental to our continued success. If you require accommodation for any portion of the recruitment and hiring process, please email us at people.culture@ofx.com.
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