Office Manager £35,000 - £40,000 per annum We’re looking for a proactive and organised individual to join our London office and help keep things running smoothly. This role sits within our People team, where you’ll play a key part in supporting and delivering the culture and experience we pride ourselves on. As the first point of contact for both visitors and teams, you’ll help create a welcoming, friendly atmosphere that reflects our values. You’ll manage office operations, oversee reception, and support the day-to-day needs of the business to ensure everything runs efficiently and cost-effectively. Your work will be integral in fostering a positive, professional environment where our team feels supported, valued, and inspired. This is a fantastic opportunity to make a real impact within a dynamic, collaborative team and help shape the culture and experience of our office. The Company The World University Insights Ltd, publisher of Times Higher Education, is the data provider underpinning university excellence in every continent across the world. As the company behind the world’s most influential university rankings, and with almost five decades of experience as a source of analysis and insight on higher education, we have unparalleled expertise on the trends underpinning university performance globally. Our data and benchmarking tools are used by many of the world’s most prestigious universities to help them achieve their strategic goals. Key role responsibilities: Reception – Front of House Daily Management of Hard & Soft services in the London office and the signing in/out of visitors; welcoming our visitors. Day to day management of the London office operations to ensure an efficient, comfortable and safe environment is sustained for stakeholders, teams and visitors Responsible for distribution of incoming/outgoing post. Including arranging and managing deliveries to the office. Ensure meeting rooms & software in meetings rooms are ready for use. Arrange and unpack food deliveries for the office including catering requirements for internal and external meetings. Manage day to day cleanliness of the office and kitchen areas, including organising an office deep clean when required. Preparation of requirements and diary management of the meeting rooms for internal and external meetings. Office Management Keep Office and facilities budget up to date, ensuring we are running the office in the most cost-effective way. Being responsible for the office credit card and keeping up with monthly expense reports Ownership of access control system – issuing and monitoring new and replacement security passes Be responsible for company health and safety & fire procedures including risk assessments & first aid log book. Run the annual health and safety assessment of the office Manage the storage of assets in the London office. Optimising the use of the office space and storage Assist with any office refurbishment to help establish an agile working space for office and creative usages. Coordinating and assisting with facilities projects Running the database of contractors/suppliers to ensure we are always being cost effective and all contracts are up to date alongside maintaining good relationships. Proactively seeking the most cost-effective solutions and suppliers. Managing the relationship with local landlord Working with HR to induct new starters into the business, explaining how the office works including Health and Safety, provide fobs etc. Proactively communicating office requirements to the team via e-mail and Slack inclusive of internal services, procedure changes, updates etc. Ensure the reception bible is updated every 3 months and Office bible every 6 months Ensuring that adequate policies and insurances for running London office are in place, this includes Health and Safety, Workstation assessments, Public liability insurance Ensure that office policies (for example Key fob policy, Alarm policy) are in place, updated and distributed Additional Supporting the People team with some aspects of the employee lifecycle to create a great employee experience, including but not limited to Supporting with recruitment when required, including screening CVs, organising interviews etc Budget management and allocation Activities planning and organisation Team coordination Contribute to the internal vision and goals of the business by participating in projects that benefit THE as a company. Any ad hoc duties as required by the company Person Specification Essential Skills Previous experience in Office and Facilities management role Experience of carrying out risk assessments, ideally holding IOSH qualification Able to show initiative and attention to details, trustworthy and enthusiastic approach, a can-do and hands-on attitude to fixing problems alongside excellent time keeping skills. Able to work well under pressure and adhere to strict deadlines Highly organised, proactive and self-motivated individual Ability to interact with people at all levels demonstrating tact, diplomacy, discretion and maturity Proficient in Microsoft Office – Word, Excel & PowerPoint Passionate, energetic and confident Team-player: flexible and challenging You do You You do You. With colleagues located around the world, we know that our individuality and diversity of experiences are our greatest strengths. That’s why we want THE to be a place where you are welcome to be who you want to be at work; where you can share whatever part of your life or self-identity you want, without obligation or facing discrimination; and where all abilities and perspectives are recognised and accommodated.