Office Manager (With HR & Exec. Assistance) in England

Location: Swindon, SN3

Hours: 37.5 hours per week, Monday to Friday (9:30am - 6:00pm)

About Us

ZPos Ltd is a fast-growing agency supporting over a thousand restaurants and takeaways across the UK. We provide everything from bespoke e-commerce websites and EPoS systems to digital signage, print design, and marketing materials. We operate across several creative and commercial brands, offering end-to-end solutions to clients ranging from small independents to large-scale hospitality businesses. With a strong in‑house team and a vibrant office environment, we aim to deliver outstanding service, seamless systems, and standout creative work.

The Role

We’re looking for an experienced, confident, and highly proactive Office Manager to take ownership of the day‑to‑day running of our office, while also supporting basic HR admin, customer service cover, recruitment coordination, and Executive Assistant support for Directors. This isn’t a role for someone who needs to be micromanaged. Office management experience is essential and you must already know what good looks like in a well‑run office. We’ll train you on our internal systems and any non‑standard bits, but we don’t want to teach someone the fundamentals.

Staff wellbeing matters here, so we want someone outgoing and people‑focused who enjoys creating a great atmosphere and thinking of the little touches that make the office a brilliant place to work.

Key Responsibilities

• You’ll own the smooth running of the office day to day, keeping the workplace organised, presentable, and well stocked.
• You’ll manage suppliers and contractors, coordinate maintenance, manage our external cleaners, look after the office plants, and ensure meeting spaces and communal areas are always set up properly.
• You’ll handle practical admin for the building and our small fleet of vehicles (servicing, MOTs, insurance, cleaning), and help keep key health & safety and fire safety checks and records up to date.
• You’ll provide dependable support to Directors, including diary management, scheduling, meeting prep, correspondence, and document preparation, and you’ll help keep internal admin moving by tracking actions and chasing updates when needed.
• You’ll be a friendly first point of contact for visitors, calls, deliveries and general enquiries, and you’ll provide occasional customer service cover for clients by triaging requests and making sure they reach the right team.
• You’ll coordinate basic HR administration including onboarding and offboarding admin, staff files, and holiday and absence tracking.
• As roles arise, you’ll also support recruitment by screening CVs, pre‑qualifying candidates, shortlisting, and coordinating interviews.
• You’ll support day‑to‑day finance administration with the accounts team. This may include handling supplier invoices and receipts, maintaining purchase records, making payments when authorised, and helping administer staff cards and business spending.
• This can include access to bank systems for practical administration, with clear controls and approvals.
• Finally, you’ll help drive a positive office culture. That includes seasonal decorations (Halloween, Christmas etc), small morale‑boosting initiatives, and occasional incentives and treats for the team.

What We’re Looking For

You must have proven office management experience and be confident running an office without being taught the basics. You’ll be organised, reliable, and proactive, with strong attention to detail and good judgement. You’ll be comfortable using modern online systems and handling confidential information professionally (including HR and finance admin). You’ll also be friendly, outgoing and naturally supportive, with a genuine interest in staff wellbeing and creating a positive environment.

Why Join ZPos

• Be part of a fast‑growing company making a real impact in the hospitality tech sector
• 31 paid holiday days including bank holidays
• Birthday day off
• Healthcare cash plan
• Employee benefits platform including CycleScheme and shopping discounts
• Staff discounts at our sister brands, including a coffee shop
• Free soft drinks, barista‑grade coffee, tea, and fruit
• Free on‑site parking
• Modern, well‑equipped offices
• Paid volunteering days
• Birthday gift allowance
• Company events
• Company pension

This is a brilliant role for someone who thrives on variety, enjoys making things run smoothly, and wants to be part of a growing and ambitious company. If you’re caring, proactive, dependable, and ready to take charge then we’d love to hear from you.