Office & Operations Manager

Office & Operations Manager
12-month fixed-term contract (Maternity Cover)
Office Location: East Molesey, KT8
Hours: Part-time, ideally 5 mornings per week
Salary: £13-£15 per hour Start Date: July 2026
THE ROLE
They are looking for someone to cover maternity leave for their current Office Manager, with the opportunity for the role becoming permanent for the right person. You'll be part of the operational backbone of the business, managing payroll preparation, supplier payments, HR processes, client aftercare, 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 receive thorough training during your first few weeks, and have clear systems and processes to work from. What they 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 Financial
● 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 Projects
● 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
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 reviewees 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 & Support 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 company client management: booking visits, drafting reports, and coordinating with the support engineer
● Helping plan team socials and company events
● Providing ad hoc support to the Directors as required
WHAT THEY ARE LOOKING FOR Essential
● Highly organised, computer literate with strong attention to detail - this role involves use of various digital processes
● Confident handling numbers and financial information (invoices, supplier payments, 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
BENEFITS
● Company laptop and phone
● 28 days holiday pro rata (including bank holidays, your birthday off, and company 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