Office Manager

About Aptia

Aptia is a new force in the employee benefits and pensions administration services, on a mission to change the world of administration for the better.

In an underserved market, with huge potential for growth, Aptia serves 1,100 clients in the US and UK markets and will be supported by shared services in India and Portugal - helping more than seven million people live healthier and happier lives.

And we are expanding. Aptia Group is not only fuelled by our investors’ backing but also by our commitment to foster the growth and success of our people. At Aptia, we’re investing heavily in learning and development, paving unique career paths for our colleagues.

Specialist. Responsive. Thoughtful. These aren’t just words; they are the backbone of our business. Our team embodies our values daily, to surpass client expectations, evolve constantly and nurture genuine relationships for the long-term.

If you want to join a sector that never stands still, in a company culture that is agile and that will invest in your career development, we could have your perfect next role.

Job requirements

The Role:

As the Office Manager, you will play a crucial role in ensuring the smooth operation of daily office activities and maintaining high service standards. You’ll support senior staff by managing office supplies, preparing meeting rooms, and assisting with event coordination. Additionally, you’ll handle reception duties, serve as the first point of contact for visitors, and liaise with facilities to ensure office upkeep. Assisting with client meeting preparations and managing technology setup will also be key aspects of your role.

This role is an onsite position where you will work from our office in Edinburgh.

What you’ll be doing:

• Organise office operations and procedures and support senior staff members.
• Plan in-house or off-site events, such as parties, celebrations, and conferences.
• Arrange meeting rooms, including moving tables, chairs, and equipment as needed.
• Manage stationery supplies and order as necessary.
• Prepare and order catering for client meetings.
• Maintain cleanliness and tidiness of meeting rooms and office spaces.
• Handle office-related purchases and act as the main contact for cleaning staff, landlord, and building receptionist.
• Serve as the first point of contact for office visitors and manage the reception area.
• Update noticeboards and use Deskbird to book desks and meeting rooms for staff and clients.
• Coordinate with IT for office technology support, meeting room setup, and staff training on IT equipment.
• Process invoices, prepare client invoices, and handle senior staff expenses.
• Support senior management with travel arrangements, meeting preparation, client record updates, and participate in the Social Liaison Group.

What we’re looking for:

• Proven experience as an Office Manager or in a similar administrative role.
• Strong organizational skills with the ability to multitask and prioritize effectively.
• Excellent communication and interpersonal skills to interact with staff, clients, and vendors.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) and office management software.
• Experience managing office budgets, ordering supplies, and overseeing vendor contracts.
• Ability to coordinate and support event planning, including meetings, conferences, and team activities.
• Problem-solving skills and attention to detail for maintaining a well-organized, efficient office.
• Basic knowledge of IT and ability to liaise with tech support teams as needed.
• Flexibility and adaptability to handle unexpected tasks and changing priorities.

How to apply

If you are interested in this role, then we’d love to hear from you. Please go ahead and click apply and submit your resume with appropriate contact information.

Aptia is committed to creating a diverse, inclusive and equitable work environment. At Aptia, fostering an equitable and inclusive environment for all our people to flourish is a priority. We are an equal opportunity employer and aim to attract and retain the best people without attention to age, background, disability, ethnic origin, family duties, political affiliation, race, religion, gender and sexual orientation.

If there are any reasonable adjustments we can make to the recruitment process to ensure it is accessible to you, we encourage you to reach out to us.