Office Manager

Job Title: Office Manager – London

Contract Type: Permanent, full-time          

Work Pattern: 3 days in the office, 2 days working from home  

Location: London, St Pauls        

Department: Corporate Business Services – Facilities Management     

What the Hiring Manager says….

ICG is seeking an experienced Office Manager – London HQ to join our Estates Management team. Reporting into the Head of Service Management you will be responsible for maintaining seamless operations and efficiency, whilst ensuring a first-class customer experience for ICG staff and external visitors.

This is a great opportunity to join a fantastic team operating in a fast-paced working environment. This role offers the right candidate the opportunity to truly make a mark in the services we across ICG’s 19 global locations.

Summary of our opportunity

ICG is seeking an experienced Office Manager to join our Estates Management team. In this role you will act as the day-to-day interface between ICG stakeholders and staff and our outsourced partners responsible for maintaining building and customer facing services including building/space management, hospitality, events management and corporate travel.  The London HQ Office Manager will foster close working and collaboration with ICG’s international Office Manager network, ensuring consistency in terms of customer experience across ICG’s 21 international locations. 

ICG is a private equity investment firm with US$100bn of assets under management (AUM). We provide capital to help businesses develop and grow. We have a unique business model that focuses on creating sustainable value by partnering with ambitious businesses and developing long-term resilient relationships with our partners to deliver value for clients, shareholders, and employees. We use our position of influence to positively impact the environment and society.

ICG’s entrepreneurial culture, breadth of investment strategies, and well-capitalized platform enable us to sustain business activity throughout economic cycles. We have a global marketing team and a local presence with a global network of outstanding professionals.

ICG’s business model is designed to deliver long-term stakeholder and societal value. We operate with purpose and drive outstanding performance. We offer a range of investment strategies and financing solutions that are flexible and sustainable.

Primary responsibilities for this role include (but are not limited to):

As the Office Manager – London HQ you will be responsible for overseeing the daily operations of the office to ensure a smooth and efficient work environment and first-class visitor experience in ICG’s London HQ. Your duties will include managing office supplies, coordinating maintenance and front of house services, ensuring compliance with health and safety regulations. You will also handle administrative tasks such as tracking office spend and liaising with various departments and key user groups to support their needs and co-develop improvement plans. You will work in unison with the Facilities and office management team, supervising the incumbent outsourced office maintenance and support teams, providing guidance and support to ensure they meet their targets and deliver high-quality services.

Your role will involve interacting with both internal and external stakeholders, ensuring effective communication and fostering a positive office culture/experience. You will provide thought leadership to ICG’s international office coordination teams, driving consistency of experience across and surfacing opportunities to rationalise cost.

• Oversee ICG’s front of house and reprographics teams in all aspects of the day to day running of the London office.  This involves interaction with staff at all levels
• Interfacing with ICG’s Corporate Technology Services (CTS) team to ensure the technologies supporting the office and use experience are optimal – develop and help to implement continuous service improvements
• Drive consistency of service/experience across ICG’s 19 office locations, liaising closely with local teams to translate opportunities into actionable plans
• Build and maintain user forums, fostering a culture of co-development across stakeholder groups
• Play active role in vendor selection and ongoing management
• Active role in managing ICG’s corporate travel – Policy oversight, vendor management (agents, hotels, car services etc), user forums and service enhancements
• Monitoring performance against SLAs, and co-developing service improvement plans
• Input into budget planning and reporting
• Active role in Real Estate projects – e.g. relocations, fit-outs and improvement plans
• Oversee and maintain office equipment for uninterrupted function, identify needs and acquire supplies, manage vendor relationships, and coordinate food deliveries when requested
• Ensure adherence to procedures relating to proper use and care of necessary equipment
• Manage all aspects of space/infrastructure planning (e.g. moves, additions and changes to workstations) and provide answers, resources, and solutions when requested
• Arranging seasonal/special events

Key Requirements/ Qualifications

You will have demonstrable experience of: 

Essential

• Excellent written and verbal communication
• Understanding of Health & Safety requirements
• Organised, with ability to juggle multiple projects & tasks
• Strong attention to detail
• Great interpersonal skills
• Ability to communicate at all levels
• Strong computer skills - Proficiency with office applications, and aptitude for learning new software and systems
• Ability to maintain confidentiality of company information

Desirable

• Health & Safety Qualification                
• First Aid Qualification
• Exposure/knowledge of contracts and lease management
• Knowledge of toolsets underpinning service management, employee feedback and analytics

Personal Attributes

Personal attributes that will make you successful in this role include but are not limited to: 

Essential

• Great communicator
• Organized    
• Can adapt to situation
• Resourceful and self-sufficient

Desirable

• Willing to lead
• Technical proficiency

Our Global Benefits Framework is centred around these 3 key attributes:

• Wellbeing - Supporting your mental, physical and financial wellbeing as well as your lifestyle needs.
• Inclusivity – Fit for purpose and competitive, no matter who or where you are.
• Longevity – Long Term and sustainable in design.