Office Manager
Proxymity · London
Proxymity does not discriminate on the basis of race, colour, religion, sex, sexual orientation, gender identity or expression, national origin, age, disability, veteran status, marital status, or based on an individual’s status in any group or class protected by applicable federal, state or local law. Proxymity encourages application from minorities, women, the disabled, protected veterans and all other qualified applicants.
About Proxymity
Proxymity is a market leading digital investor communications platform focused on providing regulatory compliant products focused initially on Proxy Voting and Shareholder Disclosure services. Founded in London and spun out of Citi, from the very beginning our mission focused on benefitting the whole capital markets ecosystem, rather than just one part or one player within it. This ethos is endorsed by investment from global consortium of some the industry’s most influential financial institutions.
Proxymity’s service offering is now a Global one, matching the needs of our custodian and broker community respectively. This is reflected by a fast-growing client base who have long desired an improved service by a trusted vendor. As a result, we are a fast-growth company and have already gone from 10 - 200+ employees in the last four years with a global footprint in London, New York, Tel-Aviv, Melbourne.
The role
We are seeking a proactive and detail-oriented Office Manager to oversee the smooth day-to-day running of our London office. This role is perfect for someone who enjoys keeping things organised, creating a welcoming and functional environment, ensuring the office operates efficiently. As the first point of contact for all office-related queries, you’ll play a key role in maintaining a positive and professional workplace, and proactively impacting the company’s culture
Hours:
Monday: 8:30am – 12:30pm
Tuesday: 8:30am – 4:30pm
Wednesday: 8:30am – 4:30pm
Thursday: 8:30am – 4:30pm
28 hours per week – times stated can be flexible dependent on need.
Key Responsibilities:
- Act as the first point of contact for office-related queries.
- Maintain cleanliness and functionality in communal areas, including:
- Cleaning and restocking coffee machines daily.
- Tidying the kitchen, including emptying bins, and managing the dishwasher.
- Tidying and cleaning meeting rooms where needed.
- Ensuring bathrooms are clean, tidy, and stocked with necessary supplies.
- Manage office supplies, including:
- Stocking soft drinks, fruit, and healthy snacks.
- Restocking beer/wine supplies every Thursday.
- Ordering and unpacking grocery deliveries.
- Oversee office maintenance and repairs, including liaising with:
- Suppliers and service providers.
- Cleaning companies and building management.
- Couriers and messengers for postage needs.
- Monitor and adjust the office environment, such as temperature.
- Keep the company message board up to date
- Proactively suggest improvements to the office space
- Tend to the plants in the office, watering them as needed.
- Champion social activities organised by the company's Social Squad.
- Collaborate with the Manchester Office Manager and support them as required to ensure consistency across locations, with opportunities to share best practices and innovate processes.
Requirements
- No prior office management experience is required- enthusiasm for creating a positive office experience and transferable skills from other roles are highly valued.
- Demonstrated ability to organise tasks effectively with attention to detail
- Ability to work proactively and take ownership of tasks.
- Excellent communication and interpersonal skills.
- Comfortable liaising with external suppliers and managing contractors.
- A flexible and hands-on approach to problem-solving.
- Basic computer skills (e.g., email, spreadsheets) for managing supplier communication and inventory.
- Enthusiasm for creating a welcoming, clean, and functional office environment.
This is a fantastic opportunity for someone who thrives in an organised and people-focused environment. If you enjoy variety in your work and take pride in creating a great office experience, we’d love to hear from you!
Benefits
- Headspace subscription
- Birthday off in addition to annual leave
- Access to Absorb Learning
- Improved family-friendly policies
- Work your way
- Choose your tech
- 2 duvet days a year
- 1 volunteer day a year
- 4-week sabbatical after 4 years at Proxymity
- Companywide parties twice a year
- A company wins programme
- Companywide panels on variety of subjects like diversity and inclusion, wellbeing etc.
- A dog friendly office
- Complimentary snacks and drinks in the office
To assist us with evolving our DEI efforts and ensuring our process is as inclusive as possible, we will be sending out a brief diversity and inclusion survey for you to complete if you choose to apply for this position. This will be completely anonymous and is in no way tied to your application. If you could please take a few minutes out of your day to complete this that would be much appreciated.