Office Manager

Point of Rental Software is among the fastest-growing software companies in the rental management space, and we are searching for forward-thinking individuals who can help take our mission to the next level. Don't let our rapid growth and financial stability fool you—our dynamic, fast-paced environment fosters a culture of innovation and positivity that breeds agility and opportunity. We like to consider ourselves a vibrant startup, even as we lead the industry.

Our mission is to revolutionise asset management by providing cutting-edge technology solutions that simplify complex inspection processes and drive efficiency for businesses across a wide variety of industries. We believe that accurate, transparent asset documentation is essential for improving accountability and reducing disputes, and our position as the market leader uniquely suits us for exponential growth to help companies quickly achieve transformative efficiency.

To ensure a safe, efficient, and welcoming workplace by proactively managing office operations, facilities, vendors, and administrative processes—enabling teams to do their best work every day.

• Supervise the smooth day-to-day operation of the office, including oversight of opening/closing routines, supplies, post, and visitor management, delegated to the Office Receptionist.
• Oversee the welcoming experience (reception processes, meeting room readiness, hospitality), delegated to the Office Receptionist.
• Coordinate desk/space allocation, seating plans, and hybrid working logistics.
• Create a clean, professional environment and resolve day-to-day workplace issues quickly.
• Manage all facilities maintenance, repairs, cleaning, security, utilities, and building relationships.
• Coordinate and ensure compliance with statutory checks (e.g., fire safety, first aid, risk assessments).
• Maintain incident logs and ensure appropriate actions are taken.
• Support business continuity planning (emergency plans, evacuation procedures).

• Source, onboard, and manage all office-related suppliers (cleaning, internet, security, office equipment).
• Track contracts, renewals, Service Level Agreements (SLAs), and costs; obtain quotes as needed.
• Monitor service quality and elevate issues with vendors or building management.

• Purchase and manage office supplies, stationery, pantry/kitchen stock, and small equipment.
• Manage calendars for meeting rooms and office resources.
• Draft and maintain office policies and Standard Operating Procedures (SOPs).
• Handle general calls, mail distribution, and document filing where required.
• Track office spend and coordinate approvals with the Managing Director (MD) and Finance.
• Support employee expenses administration (policy guidance, receipt handling).

• Coordinate onboarding logistics: desk setup, building access.
• Support employee events and culture activities (team lunches, off‑sites, celebrations, and the Syrinx Conference).
• Act as the point person for all office‑related queries and issue resolution.
• Communicate office updates clearly (maintenance schedules, closures, policy changes).
• Manage company insurance policies and employee benefits (Group Bupa Dental scheme, Group Private Medical scheme, Life Assurance, Public and Product Liability, Professional Indemnity, Employer Liability, and Travel Policy renewals).

• Responsible for the completion of received supplier questionnaires.
• Responsible for the completion of the HAE HITS assessment.
• Assist with GDPR Compliance, liaising with the external Compliance consultant and UK MD.
• Maintain Health & Safety (H&S) documentation (risk assessments, drills, incident logs).
• Maintain the Office operating calendar, vendor list, contracts tracker, renewal calendar, and service scorecards.

• Experience:
  
  5 - 10 years in office administration, facilities coordination, or workplace operations.
• Vendor Management:
  Proven experience in sourcing, negotiating, managing SLAs, and handling escalations.
• Budgeting/Admin Finance:
  Competent in PO/invoice processing, spend tracking, and cost control.
• Facilities and Compliance Literacy:
  Basic understanding of H&S, risk assessments, and routine statutory checks.
• Process Mindset:
  Ability to document and improve office SOPs (e.g., onboarding checklist, visitors, mail, supplies).
• Stakeholder Management:
  Confident engaging with senior leaders and maintaining composure under pressure.
• Discretion and Trust:
  Ability to handle sensitive and confidential information appropriately.
• Communication:
  Excellent written communication for clear office updates and good judgment on when to escape issues.

Job Type: Full-Time. Base Salary.