Manager, Administrative​/Clerical

As the heartbeat of the Incubeta office, the Office Manager is the driving force behind a dynamic, inspiring workspace where creativity thrives and business runs seamlessly. Taking ownership of workplace experience, facilities, and day-to-day operations, you will curate an energetic, welcoming environment that leaves a lasting impression on our clients, visitors, and team from the moment they walk through the door.

In this pivotal role, you will champion our company culture - overseeing everything from space transformation, vendor partnerships, office budgets, health & safety, and standout employee experience initiatives. You will also serve as a trusted connector across the agency, leading seamless onboarding and offboarding journeys, providing high-level executive support, and bringing our teams together through impactful company-wide events and town halls.

Partnering closely with senior leaders, internal teams, and external suppliers, you won't just maintain the status quo - you will proactively spot opportunities to elevate how we work, scale our operations, and ensure the Incubeta workspace continuously evolves to fuel our agency’s growth and ambition.

The role requires you to be in the office 5 days a week.

Reception & Office

• Ensure all visitors have a positive and professional experience when coming into the Incubeta Office.
• Oversee and manage the day-to-day running and upkeep of the Incubeta Office, ensuring it remains clean, organised, well-equipped and fit for purpose.
• Run the day-to-day office operations, including maintaining the office, supplies, and vendor relationships.
• Act as the primary point of contact for office-related queries, ensuring timely resolutions and maintaining a productive environment.
• Create a fun, inviting, and inspiring work environment by exploring creative ways to enhance our office spaces, making them places where people genuinely enjoy working
• Ensure tech resources are functional, troubleshooting issues promptly to minimise disruption to workflow.
• Oversee the management of meeting rooms, ensuring they are properly maintained, equipped, and ready for use.
• Manage and maximise the office budget, ensuring cost efficiency while maintaining a high-quality workplace experience.
• Ensure the Incubeta offices meet business needs, including identifying opportunities for new office spaces when necessary.

People Support & Adhoc Administration

• Coordinate onboarding for new hires, working closely with the People and IT teams to ensure new starters have the necessary equipment, access, resources and induction arrangements in place for a smooth onboarding experience.
• Manage the employee offboarding process, ensuring company equipment is recovered, access to relevant systems is removed and all necessary arrangements are completed in a timely manner.
• Provide administrative support across the business as required, assisting different teams with various tasks.
• Manage the laptop fleet & maintain the Computer Asset Register in conjunction with IT.
• Support our committees with organising events and initiatives.
• Support the People Team with day-to-day administrative tasks and coordination, helping to ensure people processes run smoothly and employee data is recorded accurately.
• Identify opportunities to improve administrative processes and introduce more efficient ways of working across office and business support activities.

Health, Safety, and Compliance

• Oversee workplace health and safety arrangements, including risk assessments, incident reporting, fire safety procedures, first aid provisions and emergency planning.
• Ensure the office adheres to all health and safety regulations, addressing potential hazards in a timely manner.
• Maintain health and safety records, ensuring incidents are logged, followed up on, and reported as required.
• Conduct regular audits of office facilities, fire exits, and emergency equipment, ensuring everything is functioning properly.
• Ensure the office complies with legal and regulatory requirements, such as fire safety, first aid, and workplace health standards.
• Liaise with building management and relevant stakeholders to address facilities and compliance matters.
• Promote a positive health and safety culture, ensuring employees are aware of relevant procedures and know how to raise concerns.

Executive Support

• Provide administrative support to the executive team
• Take ownership of company-wide meetings, including scheduling, agenda preparation, and coordinating communications to…