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.