Office Manager

About Frontiers:

At Frontiers, our purpose is simple yet ambitious: to make science open. We believe open science empowers the global scientific community to accelerate discovery and develop the solutions needed for healthy lives on a healthy planet.

We are one of the world’s largest and most influential open-access research publishers. Every article we publish is peer-reviewed and quality-certified, ensuring research is accessible to everyone, everywhere. To date, Frontiers research has been viewed over 4 billion times, demonstrating the real-world impact of science without barriers.

Joining Frontiers means being part of a global, mission-driven organization at the intersection of science, technology, and innovation — working alongside passionate colleagues who care deeply about advancing knowledge for the benefit of society.

To learn more about our impact and culture, please watch this video

The role:

We’re looking for an experience and proactive Office Manager to oversee the smooth daily running of our London hub and ensure a professional, safe, and welcoming environment for all employees and visitors.

As the primary onsite point of contact, you will manage facilities, vendors, workplace standards, onboarding, and employee support. You’ll play a key role in helping create an environment where employees can do their best work while ensuring the workplace reflects our culture, values, and brand.

This is a hands-on role suited to someone who enjoys taking ownership, takes pride in operational excellence, can balance attention to detail with a practical, solutions-focused approach, and creating a consistent, high-quality workplace experience.

What you’ll be doing:

• Oversee the daily operation of the London office, ensuring the workplace remains safe, professional, well-maintained, and fully operational
• Act as the primary onsite contact for building management, coworking providers, cleaners, maintenance teams, contractors, and other workplace vendors
• Manage access control, visitor processes, deliveries, and office security procedures
• Coordinate maintenance, repairs, and workplace improvement initiatives in partnership with the Head of Events & Workplaces
• Partner with IT, Security, People, and other internal teams to ensure effective workplace operations and employee support
• Manage office supplies, furniture, equipment, and inventories, ensuring cost-effective procurement and appropriate stock levels
• Support onboarding and offboarding activities, including workspace setup, equipment provisioning, and office orientation
• Develop, maintain, and continuously improve local office procedures, workplace guidelines, and playbooks
• Support health & safety activities, including incident reporting, drills, workplace inspections, and compliance documentation
• Track vendor performance, budgets, invoices, and contracts, ensuring service quality and value for money
• Provide responsive onsite support for employees' day-to-day workplace needs and help foster a positive office experience
• Assist with onsite meetings, workshops, leadership visits, and employee events, including room setup, catering coordination, and logistics support

About you :

You're a highly organized and service-oriented workplace professional who takes ownership and enjoys creating environments where people can thrive.

You combine strong operational discipline with a people-focused approach, understand the importance of workplace experience, and are comfortable managing multiple priorities in a fast-paced environment. You build strong relationships, communicate confidently, and take pride in maintaining high standards.

Requirements

Ideally, you have:

• 3+ years of experience in office management, workplace operations, facilities management, or a similar role
• Experience managing office facilities, vendors, contracts, and service providers
• Strong operational and organizational skills with excellent attention to detail
• Experience maintaining workplace standards in a professional office environment
• Confidence managing multiple stakeholders and priorities simultaneously
• Clear and professional communication skills (written and verbal)
• Experience supporting health & safety and workplace compliance activities
• A proactive mindset with a strong sense of ownership and accountability
• Fluent English (written and verbal)

Bonus points for:

• Experience in coworking environments or with landlord/vendor management
• Knowledge of health & safety processes
• Basic comfort with IT/AV troubleshooting
• Interest in workplace culture, sustainability, and employee experience

Benefits

• We prioritise office presence and emphasise in-person collaboration, but also offer appropriate adjustments where needed, in line with company policy
• Extra wellbeing days on top of your annual leave allowance
• Up to 3 paid volunteering days each year
• 24/7 confidential Employee Assistance Programme (wellbeing, mental health, legal & financial support)
• Learning & development support via the Frontiers Learning Hub
• Competitive local benefits country dependent (e.g. healthcare and pension/retirement provision)

Equal opportunity statement

Frontiers actively embraces diversity and is a safe and welcoming workplace.