Office Manager
A bit of background on Breathe HR
Breathe HR is building a workplace where people can do their best work. Behind every great employee experience is a workplace that is safe, well organised, properly maintained and ready for people every day.
That’s where you come in. As Office Manager, you’ll own the practical foundations of the Breathe workplace, making sure the office operates reliably and that important workplace requirements are planned, completed, recorded and followed through.
Confidence can sometimes hold us back from applying for a job. But we’ll let youin on a secret: there’s no such thing as a ‘perfect’ candidate. Breathe is a place where everyone can grow. So however you identify and whatever background you bring with you, please apply if this is a role that would make you excited to come into work every day.
Our Values: What We Live By
Start With People – We remember our work affects real people, so we take the time to listen, understand and act with care.
Own It, Together – We take responsibility for our part, support each other through the messy bits, and focus on fixing things rather than finding blame.
Clear Is Kind – We speak honestly and with care. We don’t avoid difficult conversations, and we make sure people have the clarity they need to move forward.
Why This Role Is SO Important:
We’re looking for an Office Manager to take hands‑on ownership of Breathe HR’s office and workplace environment.
This is not a general administrative or catch‑all role. Your focus will be on keeping the workplace safe, compliant, clean, stocked, professional and fit for purpose. You’ll coordinate internal stakeholders, external consultants, suppliers, contractors, insurers and service providers, making sure actions are assigned, tracked and completed.
Health and safety and fire safety are central to the role. You’ll work with external competent consultants where specialist advice is needed, translate recommendations into practical actions and elevate risks or compliance issues promptly.
If you’re proactive, organised and practical, with the confidence to follow things through and raise issues early, this is a role where your work will make a visible difference every day.
Key Duties & Responsibilities
- Coordinating Health and Safety: Managing workplace health and safety arrangements, checks, records, risk assessments and follow-up actions, working with external Health & Safety consultants where specialist advice is required.
- Managing Fire Safety: Coordinating fire safety checks, servicing, fire risk assessments, emergency lighting and related records, while supporting fire warden, evacuation and emergency arrangements.
- Following Through on Actions: Making sure recommendations and actions are assigned, tracked and completed, escalating material risks, overdue actions or areas of non‑compliance to the Head of Operations.
- Owning Office and Facilities Management: Ensuring the office is safe, clean, functional, professional and fit for purpose every day.
- Managing Workplace Suppliers: Acting as the main contact for the landlord, utilities providers, maintenance contractors and workplace suppliers, monitoring service quality and following issues through to resolution.
- Coordinating Repairs and Maintenance: Arranging repairs, servicing, maintenance and remedial works, and maintaining records of contracts, servicing, inspections, warranties and facilities activity.
- Managing Suppliers and Contractors: Maintaining accurate records of suppliers, contractors, contracts, contacts and renewal dates, obtaining quotations, coordinating appointments and following up unresolved issues.
- Supporting Insurance Administration: Coordinating the annual administration and renewal of Breathe HR’s business insurance arrangements with the Legal team, Finance, brokers and insurers. Maintaining policies, certificates, renewal dates and correspondence, and supporting claims where required.
- Managing Office Supplies and Food: Owning the ordering and availability of office supplies, equipment, sundries, food, beverages and workplace consumables, balancing availability, waste and cost.
- Supporting Workplace Logistics: Managing post, couriers, deliveries, visitors, meeting rooms, refreshments, parking and other office logistics.
- Supporting Starters and Leavers: Working with the People Team on workplace setup, equipment, access and supplies for new starters and leavers where required.
- Maintaining Records: Keeping operational trackers, calendars, action logs, procedures, checklists and workplace records accurate and up to date.
- Improving the Workplace: Identifying recurring problems, inefficiencies or gaps and recommending practical improvements that raise standards and reduce avoidable issues.
What Success Looks Like in Your First Six Months
- A safe, compliant, clean, stocked and well-functioning workplace.
- Health and safety and fire safety responsibilities actively coordinated and evidenced.
- External consultants, suppliers and contractors well managed and held to account.
- Insurance renewals, records and actions completed accurately and on time.
- Office supplies, food, sundries and equipment available without avoidable shortages.
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