Office Manager

Job Description Summary

For over forty years, HarbourVest has been home to a committed team of professionals with an entrepreneurial spirit and a desire to deliver impactful solutions to our clients and investing partners. As our global firm grows, we continue to add individuals who seek a collaborative, open-door culture that values diversity and innovative thinking.

In our collegial environment that’s marked by low turnover and high energy, you’ll be inspired to grow and thrive. Here, you will be encouraged to build on your strengths and acquire new skills and experiences.

We are committed to fostering an environment of inclusion that promotes mutual respect among all employees. Understanding and valuing these differences optimizes the potential of both the individual and the firm.

HarbourVest is an equal opportunity employer.

This position will have a traditional work arrangement, which translates to 5 days per week in the office.

The London Office is currently looking for an Office Services Manager. The person appointed will fully manage the operations of a 200-person office in Central London. They will be the single point of accountability for facilities, workplace experience, outsourced service providers, health and safety, and landlord relationships.

The role requires a highly professional individual with strong commercial judgement. They must manage a complex office environment supporting senior investment professionals, frequent client and LP interactions, and confidential activity. The successful candidate will ensure the office operates efficiently, securely, and to a consistently high standard, reflecting the firm’s brand and expectations.

The ideal candidate is someone who has:

• Experience running a medium-to-large office (150–300 employees).
• Experience dealing directly with landlords and building management.
• Strong background leading outsourced reception and cleaning teams.
• Solid understanding of UK Health & Safety requirements in a professional office environment.

What you will do:

Facilities & Workplace Management

• Be responsible for the end-to-end management of the office environment, ensuring it is safe, functional, well-maintained, and professionally presented at all times.
• Oversee planned and reactive maintenance across the office, including M&E, HVAC, lighting, AV, meeting rooms, and general fabric of the building.
• Coordinate internal space planning, seating arrangements, and office moves to support business growth and organisational changes.
• Maintain operational resilience, ensuring minimal disruption to business activity.

Management of Outsourced Reception & Cleaning Teams

• Directly lead outsourced reception and cleaning service providers, setting clear service standards appropriate for a private equity environment.
• Define and monitor SLAs and important metrics; conduct regular service reviews and quality audits.
• Ensure reception delivers a discreet, polished, and high-touch experience for clients, LPs, and senior visitors.
• Ensure cleaning standards meet premium office expectations and align with security and confidentiality requirements.
• Handle partner concerns, performance issues, and contract renewals where required.

Vendor Management & Commercial Oversight

• Own relationships with all workplace and facilities vendors (maintenance contractors, security, catering, waste, plants, courier services, stationery, etc.).
• Lead sourcing, tendering, negotiation, and contract management processes.
• Track spend against budget, identify efficiencies, and ensure value for money without compromising service quality.
• Maintain a robust vendor and contract register, ensuring insurance, compliance, and documentation are in place.

Landlord & Building Management Liaison

• Act as the primary point of contact for the landlord.
• Handle all landlord-related matters, including service charges, building works, access arrangements, compliance requirements, and operational issues.
• Coordinate permits, contractor approvals, and adherence to building rules and regulations.
• Support lease-related matters in partnership with Finance/Legal as required.

Health & Safety & Compliance

• Take ownership of Health & Safety management for the office, ensuring compliance with UK workplace regulations.
• Coordinate risk assessments, fire safety procedures, evacuation drills, first aid provision, incident reporting, and H&S documentation.
• Liaise in coordination with the landlord and external advisors to ensure statutory requirements are met and records maintained.
• Promote a proactive, safety-conscious workplace culture.

Workplace Coordination & Meeting Room Management

• Supervise meeting room operations for internal and external meetings, ensuring rooms are consistently set, maintained, and technically functional.
• Coordinate catering and hospitality for client meetings, investor presentations, and internal events.
• Work closely with IT/AV support to ensure seamless video conferencing and presentation capability.

Visitor Management & Client Experience

• Design and deliver a best-in-class visitor journey, from arrival through to departure.
• Ensure visitor management processes, access control, and confidentiality protocols are followed rigorously.
• Maintain especially high standards for front-of-house presentation and service.

Facilities Maintenance & Security

• Oversee building access controls, passes, and permissions in coordination with security providers and IT.
• Handle security-related incidents, lost passes, emergency procedures, and critical issue protocols.
• Ensure sensitive documentation and areas are handled in line with firm security and confidentiality expectations.

Budgeting, Reporting & Continuous Improvement

• Handle the facilities and workplace budget; track costs, forecast spend, and report on key drivers.
• Produce regular reporting on vendor performance, incidents, compliance, and improvement initiatives.
• Proactively find opportunities focused on improving the workplace experience, efficiency, and resilience.
• And other responsibilities as required

What you bring:

• Strong organisational skills, attention to detail, and ability to handle multiple priorities.
• High level of discretion and professionalism.
• Exceptional customer service skills.
• Fluent across Microsoft Office suite, proficient in proprietary applications, and eager to adopt the latest technology.
• Ability to work to short deadlines.

Education Preferred:

• Degree or equivalent experience

Experience:

• 8+Years of relevant experience