Office Operations Manager (Fixed-term position, maternity cover)

Full-time fixed term (maternity) contract for 9 months, based in our London office (Waterloo).

WHO WE ARE

Cognosis is a London-based strategy consultancy with a difference. A boutique business established in 1998, we help some of the world’s biggest businesses and consumer brands build long-term strategies that ignite and sustain growth.

We believe that strategy should engage and excite; we work closely with our clients to co-create strategy that they believe in and are excited to implement. We build strategies that drive long-term revenue growth for businesses.

THE OPPORTUNITY

We are now seeking a highly organised, people-oriented, and proactive Office Operations Manager to cover the maternity leave of a current team member. This is a fixed-term position expected to last for 9-months, and starting early July 2025.

The Office & Operations Manager sits at the heart of our business. Internally, it is responsible for ensuring the smooth and efficient management of our office space, IT systems support services, and HR administration. In addition, the role acts as a critical brand ambassador both externally (to visitors, recruitment candidates and in supporting client events) and internally for employees (through company events, celebrations and day to day working environment). This is both a highly visible and impactful role that is central to upholding our exceptional team culture.

Your responsibilities will include:

Office Management and Operations support:

• Ensure office equipment and spaces are tidy and well-maintained.
• Handle office health and safety, maintain supplies, and manage relationships with WeWork and other suppliers.
• Adapt office space for changing needs and manage the 'Officely' system for hybrid working.
• Support team travel arrangements, managing the SLA with our travel agency, arranging visas for business travel Manage external visitors and meeting preparations.
• Assist with planning and hosting in-person client events.
• Support the leadership team with ad hoc diary management.

IT Management:

• Manage IT hardware inventory, including ordering, reallocating, and setting up laptops.
• Administer the Office365 account and manage relationships with outsourced IT support services.
• Oversee IT applications and other subscription services (VOIP, slack etc.), including access and renewals.
• Provide ad-hoc IT support and troubleshooting for common issues.

People and Culture:

• Under the guidance of the HR Director, manage HR administration, including:
• Manage recruitment administration, including communication with candidates and scheduling interviews.
• Creation of offer letters, contracts, and associated onboarding activities
• Administer the new joiner process, coordinate induction and training schedules, and deliver office and operations inductions.
• Manage paperwork and process for joiners, leavers, promotions etc., and prepare instructions for the payroll manager
• Maintain employee records and provide information on benefits, policy and process
• Coordinate team events, including the annual team off-site and Christmas party.

WHO WE ARE LOOKING FOR

We are looking for someone versatile, with proven experience in office management, administration, and operations, and who has spent time working within a small business environment.

Any experience working in professional services (accounting, legal, or advertising agency) or a consulting business, would be desirable

In addition, suitable candidates should demonstrate:

• Strong organisational, prioritisation, and time management skills.
• Exceptional communication and relationship-building skills.
• Some experience with supporting IT administration (e.g. overseeing IT inventories, managing user access, supporting ad-hoc queries)
• Experience in coordinating company events and maintaining relationships with external suppliers.
• Proficiency in IT systems, including Office365, with the ability to provide ad-hoc IT support.
• Attention to detail
• Strong planning and administration skills.
• A personable and engaging communication style with a customer-service mindset.
• An innovative, diligent, and proactive approach.
• Emotional intelligence and discretion, able to maintain confidentiality and manage sensitive situations and data.
• Alignment with Cognosis Behaviours (see below).

WHAT WE OFFER

• Base salary of between £40,000-£55,000 (depending on experience)
• Bonus opportunity (via our profit share scheme)
• 30 days holiday after 2 years (25 days initially)
• Private Medical Insurance, including dental & optical cashback and covering pre-existing conditions
• Exceptional family leave entitlements, including up to 30 weeks full pay and paid 'Transition Leave' for all new parents.
• Paid Long service & ‘Life’ Leave
• Stakeholder pension scheme
• Season ticket loan and cycle Scheme (onsite cycle facilities available)
• Peer recognition award scheme
• 24-hour confidential assistance service offering lifestyle and wellbeing support
• Life Assurance & Income Protection
• Waterloo-based office with free onsite barista, free wellness and lifestyle events and onsite café, pizza restaurant, cocktail bar & cinema club.
• Regular team events to support knowledge share and networking, including an annual 2-day team offsite

OTHER CANDIDATE INFORMATION

• This is a full-time fixed term (maternity) contract for 9 months, based in our London office (Waterloo). You will have the flexibility to work from home one day per week.

• Candidates must also hold the right to work in the UK without sponsorship.

A LITTLE MORE ABOUT US...

At Cognosis, we each bring something different to our team. We pride ourselves on an inclusive environment where diverse thinking and experience are valued. Difference creates challenge, and challenge creates better ideas. When it comes to what we have in common, our company values are at the heart of how we conduct ourselves as a business and as a team.

They are:

• Be brave and strive to break new ground
• Put the team first
• Show hunger to grow
• Have empathy and integrity

Please note that New Minds Resourcing Ltd are acting as our retained consultants for the recruitment of this role. All applications will be shared with both New Minds and Cognosis.