Job description

Job Summary

The Office Manager owns day-to-day administration, facilities coordination, meeting logistics, visitor experience, office services, supplies, records and service-provider follow-up. Reporting to the Group CEO, the role ensures the workplace is organized, presentable, appropriately resourced and ready for executive and business activity. The role does not act as the Group CEO’s strategic adviser, own enterprise initiatives, prepare investment decisions or coordinate the executive leadership agenda.

Office Operations & Workplace Readiness

• Coordinate daily office operations so workspaces, meeting rooms, reception areas and shared facilities are organized, functional and ready for use.

• Maintain office-readiness schedules, service logs and issue trackers, following up promptly on defects, shortages or disruptions.

• Coordinate routine requirements with building management, facilities, IT, security, housekeeping and other support providers.

Meeting Rooms & Administrative Logistics

• Manage meeting-room bookings, room setup, refreshments, conferencing readiness, visitor access and supporting logistics for internal and external meetings.

• Confirm that rooms, equipment, materials and service arrangements are ready before scheduled engagements.

• Respond quickly to logistical changes and communicate operational constraints to the relevant executive assistant or meeting coordinator.

Reception, Visitors & Professional Standards

• Ensure visitors, advisers, candidates, partners and service providers are received professionally and directed appropriately.

• Coordinate access, waiting arrangements, security notifications and hospitality requirements while protecting confidentiality and workplace protocols.

• Maintain a professional front-of-house environment consistent with Bridge Holding’s executive standards.

Office Services, Supplies & Inventory

• Manage office supplies, stationery, pantry items, equipment registers and routine replenishment with appropriate cost discipline.

• Maintain accurate inventory records, minimum stock levels, issue logs and supporting purchase documentation.

• Coordinate approved requests, purchase orders, invoices, deliveries and service confirmation with Procurement and Finance.

Vendors, Facilities & Service Quality

• Act as the day-to-day contact for approved office vendors and service providers, monitoring delivery, quality, responsiveness and agreed schedules.

• Record service issues, coordinate corrective action and escalate recurring or material concerns to the Chief of Staff.

• Maintain clear records to support service-performance, vendor and cost reviews.

Travel, Events & Workplace Support

• Coordinate approved local transport, accommodation, catering, venue and office-event arrangements when assigned.

• Work with executive assistants and relevant functions to confirm bookings, visitor logistics and supporting documentation.

• Ensure arrangements remain within approved scope and budget.

Document, Mail & Records Administration

• Coordinate incoming and outgoing mail, courier services, routine correspondence distribution, office files and administrative records.

• Maintain orderly and appropriately controlled records for vendors, invoices, inventories and office services.

• Handle confidential information carefully and route sensitive materials only to authorized recipients.

Budget Tracking & Administrative Control

• Maintain office expense trackers, planned commitments and supporting records for supplies, hospitality, facilities and approved services.

• Check invoices and supporting documents for completeness before routing them through approved finance and procurement processes.

• Identify unusual costs, duplicate charges or budget pressure and escalate them for review.

Health, Safety, Security & Continuity Support

• Support workplace safety, access control, emergency readiness and business continuity arrangements with HSE, security, IT and facilities teams.

• Keep emergency contacts, access lists and service-provider details current and available.

• Report hazards, incidents, access concerns or service disruptions promptly.

Team Coordination & Service Delivery

• Coordinate routine office-support tasks where administrative, reception or service resources are assigned.

• Set clear daily priorities and maintain professional service standards without duplicating executive-assistant responsibilities.

• Build cooperative relationships and respond to office-service requests with discretion, practicality and appropriate urgency.

• Operational delivery: Demonstrated responsibility for workplace operations, meeting logistics, visitor handling, vendors, office supplies, service coordination and administrative controls.

• Planning and prioritization: Ability to manage multiple routine and urgent requirements while maintaining accuracy, responsiveness and service quality.

• Communication and etiquette: Clear written and verbal communication, professional business etiquette and confidence coordinating with executives, employees, visitors and external providers.

• Confidentiality: High discretion and reliability when handling confidential schedules, visitors, documents, access arrangements and sensitive workplace information.

• Personal effectiveness: Service orientation, attention to detail, sound judgment and the ability to resolve day-to-day operational issues without unnecessary escalation.

• Office management experience: Minimum 7 years of progressive experience in office management, executive office administration, corporate services, facilities coordination or a comparable professional-services environment.

• Systems capability: Practical working knowledge of Microsoft 365, meeting-room technology, office administration systems, procurement workflows, expense records and basic reporting tools.
• Relevant environment: Experience supporting a senior executive office, investment firm, financial-services organization, professional-services firm or international corporate environment is advantageous.