Office Manager

Job Description

Part time (four days a week) 

Site-based

Salary: c., £40k (total, not pro-rated)

Who we are

Millers Mutual Association (MMA) was established in 1929 and today is the beneficial owner and operator of the Grade II* listed property at 21 Arlington Street, London, SW1A 1RN.  The property has historically been home to the UK Flour Millers trade association, who remain one of the tenants in the building. The remaining (substantive) space in the building is otherwise let to third parties. There is extensive space on the first floor available for third party booking for meetings and events. The MMA is owned by a group of milling businesses who are also members of UK Flour Millers.

Headline role summary

Oversight of the UK Flour Millers’ office operations to include management of our Grade II* listed building, sustaining property income in excess of £1 million a year. The house is owned by the Millers Mutual Association and UK Flour Millers are one of the tenants of the building. 

The Office Manager is responsible for the smooth day‑to‑day running of the office, including leading on Health, Safety & Wellbeing as the named health and safety officer, fire warden, and first aider.

What skills and experience are you likely to have?

The post holder is likely to be:

• Degree‑level qualification and/or significant relevant experience, including at least five years working as an Office Manager within a small professional environment.
• A skilled manager of people
• Well‑developed interpersonal and communication skills, both written and verbal.
• An astute manager of relations with an array of stakeholders
• Detail orientated and insightful, able to anticipate and manage the implications of developments
• Dogged and determined to see development work and initiatives to their conclusion
• Excellent organisational skills gained from experience in a busy office environment, ideally within a membership or professional services context.
• Strong planning and problem‑solving abilities.
• Confident IT skills, particularly in Microsoft Word, PowerPoint, and Excel.
• Ability to work proactively, confidentially, and collaboratively, with high standards of professionalism.
• Finance experience, including raising purchase orders, recording payments and invoices, and managing a small budget.
• Experienced working alongside events delivery teams to ensure seamless delivery and guest experience

What you can expect to be doing 

The key responsibilities for the office manager are:

Office management 

• Oversight of the UK Flour Millers’ office operations, for the team of 14 (three dedicated to the operation of the house).
• Provide proactive, high‑quality administrative support to colleagues, as needed.
• Support the development of new systems and procedures, particularly relating to IT and office processes, ensuring they remain fit for purpose as the organisation evolves.
• Act as the primary contact for external providers and contractors, including IT and building services.
• Maintain professional communication with staff, board members, suppliers, and external stakeholders.
• Line manage and develop the house manager roles.
• Oversee maintenance of kitchen equipment, fire and safety equipment, PAT testing, and coordinate repairs and maintenance with contractors.
• Ensure timely and cost‑effective ordering of office supplies, furniture, and refreshments.
• Oversee postal and courier requirements, ensuring accurate documentation and timely dispatch of goods.
• Monitor and maintain office cleanliness and visual management displays, ensuring confidentiality is upheld.

Building management 

• Running the 21 Arlington Street property effectively, including front of house and associated maintenance and alignment with key health & safety and policy requirements.
• Planning, budgeting and commissioning ongoing maintenance and improvement of Grade II* listed building
• Reporting progress and plans to the Board.
• Essential interfaces are with the house ‘team’, tenants of the building, contractors and the Board. 
• While the redevelopment of the neighbour property is concluding, a critical role is to liaise with that team and ensure that their works do not adversely affect the immediate environment for tenants or the building in the long term. 
• Providing flexible cover for line staff, including reception and housekeeper duties, which could include holiday cover.
• Maintaining relationships with business tenants, contracts, tenant negotiation and representing as the face of the landlord. 
• Working with our agents and chief financial officer over the marketing and letting of office space in the building.
• Breadth of experience and exposure to understand dynamics and challenges of a smaller organisation, facilities and tenant management. 
• Oversee maintenance and repairs across all office areas, including meeting rooms, workstations, kitchen, furniture, air‑conditioning units, and door security.

Health, Safety & Wellbeing

• Ensure all staff receive appropriate health, safety, and wellbeing training, including induction training for new employees.
• Maintain up‑to‑date health and safety policies and ensure online training remains relevant to individual roles. Record incidents and ensure ongoing compliance with training requirements.
• Conduct office risk assessments, reporting recommendations to the DG and ensuring follow‑up actions.

Line management

This role has line management responsibility for two house managers.

What will you be expected to achieve?

Key metrics for this diverse role include:

• An efficient and supportive office base for the UK Flour Millers core trade association team.
• A well-managed and efficient office delivering high quality services to UK Flour Millers’ members.
• A well-managed and maintained house, with a content and stable tenant base.
• Consistent delivery of property income from 21 Arlington Street – targeting a fully rented house, generating more than £1 million a year in income.
• Working with the events manager and associated teams to ensure seamless, quality event delivery.
• Increased meeting room/venue ‘sales’ to third parties renting our event space, increasing association income

How will it work? 

This is a part-time post (four days a week). The office is in central London. This will be your base; remote working options will be limited to the exceptional, by agreement.

There will be periodic requirement for out of hours working to support site works and event delivery.