Ebury is a hyper-growth FinTech firm, named in as one of the top 15 European Fintechs to work for by AltFi. We offer a range of products including FX risk management, trade finance, currency accounts, international payments and API integration.
Office Manager
Based in High Wycombe
4 days in the office, 1 day working from home
As Office Manager for Ebury Mass Payments, based in our High Wycombe office, you will be the
‘heart and soul’ of the team, responsible for ensuring that everything runs smoothly and your
colleagues have everything they need to succeed. Working closely with the Head of Mass Payments
and the Senior Leadership team, this is a varied and interesting position that requires someone with a
flexible, proactive and supportive approach.
In this role, you will report directly to the Head of Mass Payments, acting as Executive Assistant when
required.
Responsibilities:
● Offices, Assets and Facilities management:
○ Lead employee experience & deliver a first-class workplace experience for our
employees, both office- and home-based workers if any in the future, and for guests
of our offices
○ Responsible for the effective running of facilities contract services including; building
maintenance, purchasing, post room, security, cleaning, waste management,
stationery, plants, coffee machine, pest control, environmental and building
consultancy services.
○ Responsible for the planned and ad hoc/reactive maintenance and upkeep of the
premises and equipment including the required safety checks, liaising with
contractors as required
○ General office management duties including meeting room management and
conference call facilitation, hot desk administration, supplies and stock management
of office supplies, business card administration, company merchandise, monthly
office social events, courier bookings etc
○ Ensure operational and services standardisation is aligned with the global facilities
manager and with local Ebury representatives in the Country
○ Real Estate responsibility and landlord relationship management
○ Assist with the inventory record keeping and basic maintenance (in collaboration with
central IT) of all computer assets
○ Ongoing monitoring and control of the pool, leased, rented or owned by the
Company Cars,
○ Space and planning management, lead Moves and project coordination
○ Negotiate with suppliers and budget management. Led services bid process
○ Accountable for assigned events to be held in the Offices as an Offsite or Bootcamp,
Summer and Christmas Dinner.
○ Led the primary inbound communication channels and correspondence including
phone calls, mailboxes and physical packages delivered to the office
○ Conduct satisfaction surveys and create action plans/site improvement plans
● Health & Safety:
○ Lead the duty of care, and health and safety programs with comprehensive policies
and practices for the offices- and home-based workers.
○ Responsible for delivering full H&S compliance according to local regulations
○ Organise all relevant Health & Safety staff training as necessary
○ IOSH certification
● Executive Assistant:
○ Manage travel bookings and expenses for the Head of Mass Payments, using our
global travel & expenses platform, Navan.
○ Take responsibility for the planning of both company and employee events in the local
office.
○ Handle sensitive information with the utmost confidentiality and discretion.
○ Manage and track executives' expenses, ensuring accurate reporting and
reconciliation.
○ Act as the primary point of contact for internal and external communications on behalf
of executives, ensuring timely responses.
○ Provide comprehensive administrative assistance to executives, including calendar
management, travel coordination, and meeting scheduling.
Skills, experience & knowledge:
● Demonstrable experience in multi-site/office administration in a corporate environment
including meeting services, events and purchasing, company cars management and other
office equipment in a mid-size organisation
● Facilities health and safety experience. IOSH certification is not required but desired
● Hospitality experience is a plus
● Excellent interpersonal skills with proven ability to work collaboratively. Able to find pragmatic
solutions and adapt to changing situations
● Strong oral and written English skills
● Excellent organisational and time management skills
● Friendly individual able to take initiative
● Good at multitasking with the ability to remain calm and focused under pressure
● Able to work in a fast-paced environment and meet deadlines when needed
● Analytical skills
● Bachelor in Business Administration, Tourism and Hospitality management is a plus