About the Position  

This role sits at the heart of our office in Covent Garden, partnering closely with the Senior Manager, Administration and London Executive Assistant to shape a workplace and culture that people genuinely want to be part of. This position owns the everyday rhythm of the office: bringing structure to daily operations, acting as the first point of contact for anyone who enters the office, building tradition and community that energizes employees, and keeping the team organized, supported, and connected.

Position Responsibilities

Office Operations & Facilities

• Order and maintain office supplies, snacks, and beverages, keeping the pantry and fridge stocked at all times
• Maintain overall office condition and schedule work orders and maintenance requests with third-party vendors as needed (HVAC, coffee/water machines, etc.)
• Coordinate with cleaning crews to ensure weekly schedules are kept and make adjustments when necessary
• Manage communication with the landlord, building management, contractors, and service providers
• Ensure health and safety policies are current and consistently followed

Front Desk, Access & Mail

• Attend the front desk, greet guests, and assist colleagues with day-to-day needs
• Manage visitor access and room bookings for meetings and interviews
• Handle building badge requests, including deactivation when employees leave
• Process and sort incoming mail, courier deliveries, and package distribution
• Post outgoing mail, including international parcels and courier shipments

Events, People & Administration

• Plan, organize, and execute in-office and external events end-to-end (team lunches, holiday parties, and seasonal celebrations) in coordination with the London Executive Assistant 
• Support IT and HR teams with employee onboarding and offboarding processes
• Assist colleagues with travel management and coordination
• Process invoices and manage office budgets, liaising with Finance
• Implement and maintain office procedures and administrative systems

Position Requirements

• Experience in office management, front office operations, or a similar administrative role
• Strong interpersonal and communication skills; comfortable interfacing with employees at all levels, vendors, and visitors
• Ability to work under pressure and solve problems quickly and independently
• High attention to detail while maintaining awareness of the big picture
• Proactive, self-directed mindset with a strong sense of ownership and follow-through
• Collaborative team player with a professional and welcoming demeanor
• A genuine passion for people and workplace culture, with ideas and enthusiasm for making the office a great place to work
• Experience in project management, travel coordination, or event management is a plus

What We Offer

Just a few of the benefits waiting for you at Verve: 

• Recharge with 3 Wellness Days throughout the year, in addition to your annual vacation and public holidays
• Support your mental well-being with our Workplace Mental Health Solution
• Boost your professional knowledge with our annual training budget & internal webinars, and level up your language skills through our German/English classes
• Strengthen team connections while exploring new cultures through our monthly Work&Travel raffle, offering a chance to work from one of our global offices (after 2 years of employment)
• … and even more reasons to join us!