Office Operations Manager (Maternity Cover)

Operations & Office Manager 12-Month Fixed-Term Contract (Maternity Cover)

Office Location: East Molesey, KT8

Job Type: Part-time

Salary: £13‑£15 per hour

Start Date: 22nd June 2026

About Equippd

Equippd designs and installs beautiful, functional, and sustainable technology for luxury homes. Every project is different - some directly for homeowners, others in partnership with leading interior designers and architects - but the goal is always the same: to help our clients create their perfect home. We're a small, close-knit team of engineers and designers who care about doing the work properly. Operating in a luxury service industry means our clients expect a high standard - and we hold ourselves to the same.

The Role

We're looking for someone to cover maternity leave for our current Office Manager, with the opportunity for the role becoming permanent for the right person. This is not a traditional admin job. You'll be the operational backbone of the business – managing payroll preparation, supplier payments, HR processes, client support, and the many day‑to‑day tasks that keep a busy team running smoothly. You'll work directly with the two founders and across every part of the company. You'll be trained thoroughly before our Office Manager goes on leave, and you'll have clear systems and processes to work from. What we require is someone who is able to work proactively within those systems, make clear concise judgment on tasks and take independent action when something needs to be done.

What You’ll be doing

• Finance & Accounts
  • Processing supplier invoices through Dext and reconciling against purchase orders in Xero
  • Managing weekly supplier payment runs (card, BACS via Tide, and payment portals)
  • Chasing overdue client invoices and flagging anything over three weeks to management
  • Uploading bank statements and receipts for quarterly VAT returns
  • Liaising with our external bookkeeping team on outstanding items
• Payroll
  • Preparing monthly payroll data – overtime, travel time, and personal expenses – from Xero
  • Building and submitting the payroll summary in ClickUp for director approval
  • Entering approved hours into BrightPay and coordinating with our payroll accountant
  • Managing Modulr batch payments once payroll is finalised and approved
  • Handling TOIL tracking and communicating balances to the payroll team
• HR & People
  • Managing holiday requests end-to-end: ClickUp approval workflow, BrightPay entries, and Google Calendar
  • Coordinating staff reviews – scheduling, subtask allocation, and ensuring managers and reviews are prepared
  • Supporting onboarding for new starters and maintaining employee records
  • Sending probation confirmation emails and arranging post-probation benefits (healthcare, boots, sick pay)
• Office & Operations
  • Day-to-day office upkeep: stationery, supplies, weekly shop, and keeping the space tidy and functional
  • Managing vehicle admin reminders, fuel cards, tracker top-ups, and parking accounts
  • Maintaining subscriptions and liaising with software providers as needed
  • Supporting Equippd+ client management: booking visits, drafting visit reports, and coordinating with the support engineer
  • Helping plan team socials and company events
  • Providing ad‑hoc support to the Directors as required

What We are Looking For

• Highly organised, computer literate with strong attention to detail – this role involves a lot of digital processes
• Confident handling numbers and financial information (invoices, reconciliations, payroll figures)
• Strong written and verbal communication – you'll be liaising with clients, suppliers, and the team daily
• Proficient with Google Workspace; comfortable learning new cloud‑based tools quickly
• Proactive and self‑managing – able to prioritise a varied workload independently

Beneficial

• Experience with Xero and/or Dext
• Familiarity with ClickUp, BrightPay, or Modulr
• Experience in a small business or operations‑heavy environment
• Adobe InDesign skills (useful for occasional document formatting)

What You Get

• Company laptop and phone
• 28 days holiday pro rata (including bank holidays, your birthday off, and Equippd’s Christmas bonus days)
• Private healthcare via Vitality (after probation) – includes dental and eyecare
• Hybrid working – flexible WFH days once you're up to speed
• A role with real variety and direct exposure to how a growing business operates
• Genuine opportunity to become a permanent member of the team

Getting Started

Training runs from 22 June to 13 July 2026, working alongside the Office Manager before she goes on leave on 14th July. You'll start at 15 hours per week (Monday, Wednesday, Thursday), moving to full hours (25hrs) from 6 July.

How to Apply

Please send us your CV and a short cover letter to careers@equippd.uk. We want to understand who you are, not just what you've done. As part of your application, we’ll also ask you to answer the below three questions:

• Tell us briefly about yourself and why this role interests you.
• What's something interesting about you that wouldn't show up on a CV?
• What kind of working environment helps you do your best work?