🚀Office Manager 🚀

A bit of background on Breathe HR

Breathe HR is building a workplace where people can do their best work. Behind every great employee experience is a workplace that is safe, well organised, properly maintained and ready for people every day.

That’s where you come in. As Office Manager, you’ll own the practical foundations of the Breathe workplace, making sure the office operates reliably and that important workplace requirements are planned, completed, recorded and followed through.

Confidence can sometimes hold us back from applying for a job. But we'll let youin on a secret: there's no such thing as a 'perfect' candidate. Breathe is a place where everyone can grow. So however you identify and whatever background you bring with you, please apply if this is a role that would make you excited to come into work every day.

🌟Our Values: What We Live By

🫶Start With People - We remember our work affects real people, so we take the time to listen, understand and act with care.

🤝Own It, Together - We take responsibility for our part, support each other through the messy bits, and focus on fixing things rather than finding blame.

🙌Clear Is Kind - We speak honestly and with care. We don’t avoid difficult conversations, and we make sure people have the clarity they need to move forward.

🔥Why This Role Is SO Important:

We’re looking for an Office Manager to take hands-on ownership of Breathe HR’s office and workplace environment.

This is not a general administrative or catch-all role. Your focus will be on keeping the workplace safe, compliant, clean, stocked, professional and fit for purpose. You’ll coordinate internal stakeholders, external consultants, suppliers, contractors, insurers and service providers, making sure actions are assigned, tracked and completed.

Health and safety and fire safety are central to the role. You’ll work with external competent consultants where specialist advice is needed, translate recommendations into practical actions and escalate risks or compliance issues promptly.

If you’re proactive, organised and practical, with the confidence to follow things through and raise issues early, this is a role where your work will make a visible difference every day.

Key Duties & Responsibilities

Let’s be clear from the start: this role is about managing the operational foundations of the Breathe workplace. You’ll plan ahead, keep accurate records, build trusted supplier relationships and make sure important workplace essentials are under control.

Coordinating Health and Safety: Managing workplace health and safety arrangements, checks, records, risk assessments and follow-up actions, working with external Health & Safety consultants where specialist advice is required.

Managing Fire Safety: Coordinating fire safety checks, servicing, fire risk assessments, emergency lighting and related records, while supporting fire warden, evacuation and emergency arrangements.

Following Through on Actions: Making sure recommendations and actions are assigned, tracked and completed, escalating material risks, overdue actions or areas of non-compliance to the Head of Operations.

Owning Office and Facilities Management: Ensuring the office is safe, clean, functional, professional and fit for purpose every day.

Managing Workplace Suppliers: Acting as the main contact for the landlord, utilities providers, maintenance contractors and workplace suppliers, monitoring service quality and following issues through to resolution.

Coordinating Repairs and Maintenance: Arranging repairs, servicing, maintenance and remedial works, and maintaining records of contracts, servicing, inspections, warranties and facilities activity.

Managing Suppliers and Contractors: Maintaining accurate records of suppliers, contractors, contracts, contacts and renewal dates, obtaining quotations, coordinating appointments and following up unresolved issues.

Supporting Insurance Administration: Coordinating the annual administration and renewal of Breathe HR’s business insurance arrangements with the Legal team, Finance, brokers and insurers. Maintaining policies, certificates, renewal dates and correspondence, and supporting claims where required.

Managing Office Supplies and Food: Owning the ordering and availability of office supplies, equipment, sundries, food, beverages and workplace consumables, balancing availability, waste and cost.

Supporting Workplace Logistics: Managing post, couriers, deliveries, visitors, meeting rooms, refreshments, parking and other office logistics.

Supporting Starters and Leavers: Working with the People Team on workplace setup, equipment, access and supplies for new starters and leavers where required.

Maintaining Records: Keeping operational trackers, calendars, action logs, procedures, checklists and workplace records accurate and up to date.

Improving the Workplace: Identifying recurring problems, inefficiencies or gaps and recommending practical improvements that raise standards and reduce avoidable issues.

What Success Looks Like in Your First Six Months

✅A safe, compliant, clean, stocked and well-functioning workplace.

🛡️Health and safety and fire safety responsibilities actively coordinated and evidenced.

🤝External consultants, suppliers and contractors well managed and held to account.

📅Insurance renewals, records and actions completed accurately and on time.

📦Office supplies, food, sundries and equipment available without avoidable shortages.

🔧Facilities issues identified, prioritised, communicated and resolved promptly.

📝Recurring problems reduced through clear procedures, checklists and follow-through.

💬The business confident that workplace essentials, risks and operational actions are under control.

Key Competencies & Behaviours

You take ownership: You follow tasks through to completion and do not let important actions get lost.

You’re proactive and organised: You plan ahead, keep accurate records and identify what needs attention before it becomes a problem.

You’re practical: You’re comfortable getting involved, solving problems and managing the detail of a busy workplace.

You raise concerns early: You have the confidence to flag risks, delays or compliance issues and escalate them appropriately.

You’re dependable: People can rely on you to keep workplace essentials moving and communicate clearly when something changes.

You’re confident with suppliers: You can build professional relationships with landlords, contractors, consultants and service providers, while holding them to account.

You’re calm under pressure: You can manage competing priorities while keeping safety, compliance and urgent operational issues in the right order.

You communicate clearly: You can provide concise updates, maintain accurate records and explain actions or requirements to different audiences.

You value high standards: You care about maintaining a workplace that is safe, clean, functional and professionally presented.

You’re discreet and professional: You handle workplace, insurance, supplier and employee information with appropriate confidentiality.

It would help if you have:

• Experience in office administration, facilities coordination, workplace operations or a similar role.

• Experience managing suppliers, contractors or external service providers.

• Experience coordinating health and safety, fire safety, facilities or compliance activity.

• Experience managing insurance, supplier and contract administration accurately.

• A good working knowledge of Microsoft Office and Google Workspace.

Scope of the Role

The primary purpose of this role is to manage Breathe HR’s office, facilities, workplace compliance, insurance administration, suppliers, food, supplies and related operational infrastructure.

The role may support other operational activity where it directly connects to these responsibilities, but it is not intended to become a general administrative resource for unrelated tasks across the business.

You’ll manage priorities in this order:

• Health, safety and fire safety

• Facilities, workplace standards and urgent operational issues

• Insurance, suppliers and compliance deadlines

• Food, supplies, equipment and workplace readiness

• Workplace logistics and employee experience

• Continuous improvement and other agreed operational projects

🎁Why You’ll Love it Here:

🏢A practical, visible role where your work directly shapes the day-to-day workplace experience

🕒Office based in Horsham, currently scoped at 20 hours per week

🏖️25 days holiday (+ 1 extra after 3 years!) PLUS Your Birthday off!

🎄UK Bank holidays + Christmas Eve and New Years Eve afternoons off!

🐶Dog friendly office – because furry co-workers make everything better!

🏥Private medical insurance (PMI) - with enhanced mental health, dental & optical coverage via AXA

💗Employee Assistance Programme – Support when you need it

🛡️Life Insurance – 2 x salary & Matched pension (5%) – because the future matters

🤝2 x volunteer days per year – give back to causes that matter to you

📱Access to Mintago – Exclusive financial wellbeing through discounts and expert advice

🛍️Retail discount scheme – perks and savings just for being part of our team!

The Hiring Process: Let’s Make it Personal! 🤝

📞Screening Call: Virtual via Google Meet with one of our team to have a friendly chat, learn more about your experience, what excites you about the role and how you approach workplace operations.

💻Competency Interview: You’ll meet the hiring manager and we’ll explore your organisation, supplier management, practical problem-solving, attention to detail and approach to health and safety responsibilities.

🏢Final Stage Interview: You’ll meet members of the team and talk through how you would prioritise the role, manage competing workplace requirements and create a safe, reliable and well-run office environment.

🚀Ready to help keep Breathe running brilliantly? Apply Now!