Office and Facilities Manager

Job Title: Office & Facilities Manager

Reports to: HR Director

Location: London – this is an onsite role and will be required to be based in the office full time (four – five days per week)

Hours of work: 37.5 hours per week, with a daily start of 9.00am

Contract: Permanent

Salary: £36,000 – £42,000

About Us

Choose Love supports refugees and forcibly displaced people across the world, ensuring they have what they need when they need it. The support we provide ranges from lifesaving search and rescue boats to hot, nutritious food, clothes and legal advice. We’re a small, agile and ambitious team who are powered by our vision of a world that chooses love and justice every day for everyone.

Role Purpose

The Office and Facilities Manager at Choose Love plays a crucial role in maintaining and enhancing the office’s physical environment. They are responsible for overseeing all office operations and facilities, ensuring that the workplace is safe, efficient, and welcoming for all employees and visitors. This role involves managing office supplies, coordinating with vendors, handling maintenance issues, and ensuring the workspace meets the team’s needs. Beyond logistics, the Office and Facilities Manager actively contributes to building a culture of inclusivity and fun by organising events, fostering a positive atmosphere, and creating spaces where everyone feels valued and comfortable. By efficiently managing the office and its facilities, this role helps to create an environment where the Choose Love team can thrive both personally and professionally.

Core Responsibilities

Office & Facilities - Organise and work with others to facilitate weekly all-staff meetings, including liaising with teams, setting agendas, coordinating external visitors, and preparing presentations as required. - Make the office easy to navigate, with clear information, helpful signage, and simple processes. - Set a tone that is warm, professional, vibrant, inclusive and inviting for staff and visitors. - Oversee the management and efficient functioning of the Choose Love office. - Be the main point of contact for all email enquiries received via the website. Respond to routine enquiries or escalate to the Director of Comms, Safeguarding or Executive Leadership team as required. - Negotiate and manage contracts, external contractors, suppliers, and office service providers. - Work closely with Choose Love’s technology team to resolve any technical issues. - Act as the main point of contact for all office, facilities, and workplace-related issues. - Ensure office systems, procedures, records, and administrative processes are implemented and running efficiently. - Ensure compliance with all relevant regulations, including Data Protection.

Health & Safety - Lead on office health & safety, risk management, and workplace compliance and audit processes. - Monitor fire safety, manage fire risk assessments, and ensure all actions are completed. - Oversee evacuation procedures, including regular drills, and keep records up to date. - Maintain and improve security systems.

HR Operations - Work as part of the People team to provide entry-level HR administrative support, including maintaining accurate people records, supporting recruitment coordination, arranging interviews, preparing onboarding materials, and assisting with HR documentation. - Support with basic employee lifecycle administration, including starters, leavers, changes to employment details, absence records, and confidential filing. - Assist the HR Director in coordinating people-related processes, ensuring information is handled sensitively and confidentially. - Support the onboarding of new colleagues, including practical office set-up, induction coordination, and first-day arrangements.

Organisational Effectiveness - Ensure adequate Choose Love merchandise is available in the office. This will entail trips to the Choose Love storage and regularly monitoring what merch is in the office - Support effective internal communication with staff across the organisation. - Support events, away days, internal meetings, and key organisational gatherings as required. - Support at key fundraising events and activities as required - Set up and coordinate key meetings across the organisation, including room bookings, calendar invites, papers, agendas, minutes/action notes, technology set-up, and follow-up actions.

Other Duties The duties may change as Choose Love’s needs change. The post holder may be asked to take on other tasks as needed by their manager or the Executive Team.

About You: - You are a natural host who helps others feel welcome and supported - You have a growth mindset, you are open to feedback, eager to learn and ready to try better ways of working. - Must be an enthusiastic, positive, people-focused person who can actively contribute to the Choose Love culture by creating a welcoming, inclusive and dynamic office environment. - You must be willing to be part of a close-knit and vibrant team, whilst also being able to work independently and manage your own workflow and that of others. To that end, you must be willing to communicate frequently with the rest of the team and be responsive to the team’s needs and requests. - Excellent time management and ability to multitask and prioritise work - Attention to detail and problem-solving skills - Excellent written and verbal communication skills - Adaptable and flexible, able to meet the changing needs of a dynamic organisation. - You remain calm under pressure, are proactive, focused on solutions and dependable - Strong organisational and planning skills in a fast-paced environment - Team player, able to work well with others and support where needed - You will be enthusiastic to get involved with all aspects of this varied role, to learn and grow within the organisation

Essential criteria include: - Proven track record of effectively and efficiently running a fast-paced and high-functioning office - Strong leadership and ability to manage multiple tasks - Ability to build and maintain strong working relationships and external partnerships - Excellent interpersonal and communication skills, will go above and beyond to ensure a welcoming and inclusive office environment - Experience of providing office technical support, negotiating and managing contracts and external contractors - Proficient in Office Administrative systems and procedures and utilising a variety of programmes and tools including MS Office, Google technology and email scheduling tools - Strong project management skills - Self-motivated and highly organised with the ability to work autonomously and take ownership for your own workload and schedule - Knowledge of managing sensitive and at times confidential information and partnerships that may require a level of discretion - Demonstrable knowledge of office health & safety requirements and risk management - Experience of negotiating value for money contracts and driving cost efficiencies - Flexible and happy to work out of hours when needed - Commitment to Choose Love’s values and working to improve the lives of refugees and displaced people around the world - Committed to embedding an equality, diversity and inclusion lens to all your work

Desirable Criteria but not essential.

Knowledge of the charitable sector Able to be flexible with the role when needed

People are at the heart of what we do, so you will be someone who is able to work with a variety of colleagues and partners as part of the role.

Application Process

Interviews will take place on the week commencing 17th August 2026.

How to apply

Interested candidates are invited to apply by sending their CV and a covering letter stating how they meet the criteria for the role to [email removed - click apply for more details] by 12pm Friday 14th August 2026.

Pre-employment checks

Employment with Choose Love will be subject to the following checks prior to your start date:

- a satisfactory Disclosure and Barring Service (DBS) check - receipt of two satisfactory references

Choose Love is committed to building an inclusive and diverse organisation and welcomes applications from all sections of the community. If you need us to make an adjustment or provide additional support as you apply for a role, please email [email removed - click apply for more details] to discuss in further detail.