Office Manager
Simera Sense
Simera Sense is a leading provider of Earth observation camera solutions for the global small satellite market. Committed to excellence and innovation, we deliver superior products and services to our worldwide customer base.
Join our dynamic Glasgow team as a full-time Office Manager, where you will be at the heart of our operations and play a key role in shaping a vibrant, efficient, and people-focused workplace. This is a fantastic opportunity for an energetic, highly organised professional who thrives in a fast-paced environment and loves making things run seamlessly. You will be the go-to person for maintaining a positive, productive office culture, overseeing day-to-day operations, supporting leadership, coordinating events, and creating a welcoming environment for both staff and visitors. If you are confident, proactive, and ready to make a real impact in a growing organisation, we would love to have you drive our Glasgow office forward!
Position Type: Full-time 5 days per week
Remote Opportunity: No
Report To: Managing Director UK
Location: 5 Gateway Court, Eastworks, Glasgow. G40 4DS Glasgow, Scotland
Job Purpose:
Ensures the smooth, efficient, and professional operation of the office by managing daily administrative functions, supporting employees and leadership, and maintaining an organised, safe, and well-resourced work environment.
Responsibilities:
Office Operations & Environment
- Maintain a well-organised, safe, and productive office environment that supports effective work across all teams.
- Oversee daily office operations, including workspace readiness, facility maintenance, and vendor coordination.
- Ensure meeting rooms, shared spaces, and office resources are functioning, presentable, and appropriately stocked.
- Implement and maintain office policies, administrative procedures, and operational standards.
Administrative Coordination
- Manage administrative functions such as scheduling, document control, mail distribution, and general correspondence.
- Support leadership with calendar management, travel logistics, and coordination of internal events or workshops.
- Track and manage office budgets, petty cash, invoicing, and procurement of supplies and equipment.
Employee Experience & Engagement
- Serve as a central point of contact for staff queries, fostering a supportive and responsive office culture.
- Coordinate onboarding logistics for new employees, including workspace setup, equipment issue, and orientation support.
- Contribute to internal engagement initiatives such as wellness programmes, team activities, celebrations, and communication updates.
- Uphold company values and create a welcoming office atmosphere that enhances employee morale and productivity.
Health, Safety & Compliance
- Support compliance with health and safety regulations, including emergency procedures, first‑aid readiness, and regular risk assessments.
- Maintain accurate records for compliance audits and internal reporting.
- Work with building management or external service providers to address safety issues proactively.
Vendor & Stakeholder Management
- Manage relationships with service providers such as IT support, cleaning teams, security, and building management.
- Evaluate vendor performance, negotiate contracts, and ensure service-level expectations are met.
- Coordinate with internal departments to understand their needs and align office services accordingly.
Operational Efficiency & Continuous Improvement
- Identify opportunities to streamline office processes, reduce operational friction, and improve overall efficiency.
- Implement technology, tools, and systems that enhance office workflow.
- Support change initiatives and communicate updates to staff clearly and professionally.
Confidentiality & Professional Conduct
- Handle sensitive information with professionalism, discretion, and full confidentiality.
- Represent the company positively in all internal and external interactions.
- Model high standards of service delivery, reliability, and ethical conduct.
Experience:
Office Administration Experience
- Minimum 3 years in an administrative, office coordination, or executive support role.
- Experience managing day-to-day office operations, including facilities, supplies, and vendor liaison.
- Hands-on experience maintaining office processes, systems, and administrative workflows.
Coordination & Operational Support Experience
- Proven experience coordinating cross-departmental tasks such as scheduling, logistics, and internal communications.
- Experience managing calendars, travel arrangements, meeting preparation, or event logistics for teams or leadership.
People Support / Employee Experience Exposure
- Experience supporting employees' onboarding, organising engagement activities, or providing internal service support.
- Exposure to basic HR administrative processes (e.g., documentation, access control setup, induction coordination) is beneficial.
Financial Administration Exposure
- Experience handling petty cash, reconciling invoices, tracking budgets, or managing procurement processes.
- Familiarity with vendor contracts, service-level tracking, and cost control practices.
Facility & Vendor Management Experience
- Experience interacting with building management, security, IT support, and external service providers.
- Previous responsibility for coordinating maintenance, compliance checks, or workspace setup is considered advantageous.
Systems & Tools Proficiency
- Previous experience working with Microsoft 365 (Outlook, Teams, Excel, Word, SharePoint)
Customer Service or Front‑of‑House Experience
- Experience in receptionist, customer service, or client-facing roles that build strong service-oriented behaviours.
- Useful for roles that act as the first point of contact for visitors, stakeholders, or staff queries.
Recommendations:
Higher Certificate in Office Administration; Business Administration; Management; Secretarial Studies; Business or Operations Support
What we offer:
- The opportunity to work in the fast-growing space industry.
- Niche global market for optical payloads for microsatellites.
- Cutting-edge technology at your fingertips
- A competitive salary
- A friendly working environment.
Ready to make an impact?
Apply now by submitting your CV and cover letter.
