Group Office Manager

About the Role We are seeking a proactive and organised Group Office Manager to oversee the smooth running of our Leeds based locations (offices & a production studio) and provide remote support to our other UK office locations. This role is pivotal in ensuring a safe, efficient, and welcoming environment for all employees and visitors. You will coordinate facilities, health & safety, and general office administration, splitting your time between both Leeds sites each week and supporting other offices as required. Key Responsibilities Facilities & Office Management Oversee day-to-day office operations across both Leeds sites, ensuring a safe, well-maintained, and welcoming environment. Provide remote support and guidance to other UK office locations, ensuring consistency in facilities standards and processes. Ensure office spaces are tidy, clear, and organised at all times, proactively preventing clutter and maintaining a professional appearance. Act as the main point of contact for all facilities-related issues, escalating to external providers or landlords as needed. Coordinate and supervise contractors and service providers (cleaners, maintenance, security, etc.), including scheduling and quality checks. Organise and document statutory testing and inspections (e.g., PAT testing, fire alarms, emergency lighting, etc). Maintain office supplies and equipment, including ordering, inventory, and cost control. Organise catering, lunches, and refreshments for meetings and events including the office bar. Manage post and courier services, including incoming/outgoing deliveries. Manage our off-site storage, ensuring it is regularly managed and decluttered Support onboarding for new starters (desk setup, access cards, welcome packs). Run facilities onboarding for new starters, covering Health & Safety and fire awareness. Maintain accurate records for keys, access cards, and security systems. Coordinate office moves, desk layouts, and space planning as needed. Conduct desk assessments as required to ensure ergonomic and safe workspaces. Support sustainability and environmental initiatives within the office. Manage office budgets and process facilities-related invoices. Book and manage all travel related requests Support the Finance Manager with expense reconciliations Health & Safety Manage Health & Safety compliance: maintain records, conduct regular checks, ensure fire safety and first aid supplies are up to date, and coordinate risk assessments. Coordinate fire warden, first aider & mental health first aider coverage across both Leeds sites and support other offices to ensure each location has the required number of trained personnel at all times. Organise and track fire warden and first aid training, including scheduling courses, maintaining up-to-date records, and arranging refresher sessions as needed. Maintain and regularly update lists of current fire wardens and first aiders, communicating any changes to the wider team and management. Act as a Fire Warden, First Aider and Mental Health First Aider if required (training provided). Visitor & Site Support Support visitor management: greet guests, manage sign-in/out, prepare meeting rooms, and coordinate logistics across both sites. Ensure a professional and friendly welcome for all visitors and external partners. Other Duties Liaise with IT for office equipment needs Organise and support company events, socials, and wellbeing activities. Ensure compliance with GDPR and confidentiality for visitor and facilities records. Prepare reports or updates for management on facilities issues, costs, or improvements. What You’ll Bring Experience in office management, facilities coordination, or a similar administrative role. Strong organisational and multitasking skills. Proactive, solutions-focused approach. Excellent communication and interpersonal skills. Discretion and reliability, especially with confidential or sensitive information. Ability to work independently and manage time across multiple locations. Familiarity with health & safety and compliance requirements (desirable). What We Offer Supportive environment with opportunities to learn and develop. A creative, fast-paced, and rewarding workplace with a strong focus on wellbeing and personal growth. A comprehensive benefits package.