Office Manager

FLOWERBX was founded in London in 2016, offering consumers and businesses the highest quality, premium-grade flowers, for everything from luxury events to gala dinners, bespoke gifting, private residences, and collaborations.  With flower studios in West London, Manhattan, Los Angeles and, now, Dubai – FLOWERBX has been bringing extraordinary beauty, service, and style to brands and world-leading names for a decade. With the likes of Gucci, Chanel and Tiffany & Co on our client list, FLOWERBX is established as the industry leader in fashion-led floral curation.

Reporting to the Head of Operations/Senior Leadership Team, the Office Manager is responsible for ensuring the smooth and efficient operation of the office and supporting functions across the business. This role provides administrative support, HR coordination, and executive support to the Senior Leadership Team (SLT) and  board, and operational support to the warehouse team. The ideal candidate is highly organised, proactive, and able to manage multiple priorities in a fast-paced environment.

Office and administrative management

●      Oversee daily office operations to ensure a productive and professional work environment.

●      Manage office supplies, equipment, and vendor relationships.

●      Coordinate maintenance, repairs, and facility-related services.

●      Handle incoming calls, emails, mail, deliveries, and general enquiries.

●      Organise company files, documents, and records (digital and physical).

●      Support scheduling and coordination of meetings, appointments, and company events.

●      Prepare reports, presentations, and correspondence as needed.

HR support

●      Assist with recruitment activities, including posting job ads, scheduling interviews, and candidate communication.

●      Support new hire onboarding and induction processes.

●      Maintain employee records and HR documentation in line with company policies.

●      Assist with employee training coordination and compliance tracking.

●      Support payroll preparation by gathering timesheets and relevant employee information.

●      Act as a point of contact for basic HR queries.

Senior Leadership Team (SLT) and board support

●      Provide administrative and project support to SLT members and board.

●      Coordinate leadership meetings, prepare agendas, and take meeting minutes.

●      Help track action items, deadlines, and follow-ups for SLT initiatives.

●      Assist with confidential projects and communications.

●      Support preparation of reports, presentations, and business documentation as required.

●      Executive support to the Chair of the board and CEO as required.

Warehouse operations support

●      Liaise with the warehouse team to coordinate administrative needs.

●      Assist with inventory records, order processing, delivery documentation, and system updates.

●      Support communication between the warehouse, office, suppliers, and customers.

●      Help monitor stock levels of operational supplies and arrange replenishment.

●      Maintain accurate documentation for shipments, returns, and logistics support.