Office Manager (18-month contract)

About Us

We are Ocado Group, and we're bringing world-class automation to online grocery. Our Ocado Smart Platform (OSP) combines cutting-edge robotics, AI, and IoT within our advanced CFCs (Customer Fulfilment Centres). We've mastered the single pick, transforming online delivery for our global partners. Join us and be part of a team pushing the boundaries of retail technology.

About the Role

This is an exciting opportunity to be part of an international company which is constantly growing and breaking new boundaries. You will be working with a large number of teams all finding their feet in a new centre and as such will need to be flexible, and adaptable. You will be coordinating, and acting as an intermediary, between local legal and accountancy firms, landlords and our head office based in the UK. You will report to the Head of Ocado Technology Poland.

Responsibilities:

People & Team Management

• Lead and manage the Facilities and Back Office team, setting objectives, monitoring performance, and ensuring effective delivery of operational goals.
• Coordinate employee onboarding, workspace allocation, and office seating arrangements.
• Lead initiatives that strengthen company culture, enhance employee engagement, and support employer branding

Office & Facilities Management

• Oversee daily office operations, facilities management, and relationships with landlords and external service providers.
• Coordinate procurement processes, tenders, and contract management.
• Develop, implement, and continuously improve office administration systems and procedures.
• Plan and manage office expenditure, ensuring compliance with company procurement policies and budget requirements.

Business Operations & Administration

• Provide comprehensive administrative support to employees and business units.
• Support central functions with ad hoc administrative tasks, including document preparation, translations, travel arrangements, and expense management.
• Deliver documentation support, maintain operational procedures, and contribute to business improvement initiatives.
• Coordinate and support administrative projects across the organization.

Compliance & Governance

• Ensure compliance with legal, tax, labor, health & safety, and data protection regulations.
• Support the implementation and regulatory changes impacting business operations.
• Collaborate with UK Central Teams and local stakeholders to ensure compliance with corporate policies, legal requirements, and regulatory standards.

Financial & Stakeholder Management

• Support budget planning, financial administration, and audit activities.
• Collaborate with external stakeholders, including landlords and other regulatory bodies.
• Build and maintain effective relationships with internal and external partners to ensure smooth business operations.

Key Skills:

The successful candidate for the role would ideally be able to demonstrate:

• Experience working in a similar role
• Experience in managing budgets effectively 
• Strong analytical and mathematical skills
• Excellent communication and interpersonal skills
• Organisational skills with the ability to prioritise
• A proactive, pragmatic and creative approach to problem solving and developing new processes

QUALIFICATIONS

• A good degree in Administation / Management / Finance, Economics or Banking from a respected university

BENEFITS:WHAT’S IN IT FOR YOU?

Work and life should fit together, so we offer a range of benefits focusing on well-being, development, and team spirit. The final package will depend on the contract type we agree on.

• Standard benefits: life insurance, private health care [Luxmed], Multisport card, lunch vouchers, company share programs, and assistance for everyday worries and serious health problems.
• Learning opportunities: access to the Learnebly platform and LinkedIn Learning, English classes, and a book library, 
• Parental support: additional +10 days maternity / +20 days paternity leave, funding for nurseries and kindergartens
• Hybrid model: 2 days/week in the office and flexibility to work from almost any location for up to 30 days a year.
• Office perks: centrally located offices with car and cycling parking, and home office equipment provided.
• Career growth: a clear career path with opportunities to rotate between projects, teams, domains and roles under the guidance of highly skilled senior colleagues
• Passions groups: running, cycling and more 
• Annual celebrations: carnival, summer parties, family picnics, or kid’s days.

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