Group Office & Facilities Manager

About The Role

We are seeking a proactive and organised Group Office & Facilities 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.