** PLEASE DO NOT USE AI TO ANSWER SCREENER QUESTIONS OR YOUR APPLICATION WILL BE REJECTED **

Location: Swindon, SN3
Hours: 37.5 hours per week, Monday to Friday (9:30am - 6:00pm)
Holidays: 31 days including bank holidays + Birthday

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 providing structured support across basic HR administration, customer service cover, recruitment coordination, and Executive Assistant support for Directors.

This isn’t a role for someone who needs to be micromanaged. We need someone who already understands what ‘good’ looks like in a well-run office, and can bring that structure and discipline from day one. We will train you on our internal systems and the parts of the role that sit outside traditional office management, but you must already have strong, proven office management experience and be comfortable owning the fundamentals without handholding.

A big part of this role is helping the office feel like a great place to work. Staff wellbeing matters here, so we’re looking for someone who is naturally outgoing, enjoys getting people involved, and puts real thought into the small touches that lift morale and build a positive office culture.

Key Responsibilities

• Take full ownership of day-to-day office operations: supplies, cleanliness, organisation, meeting spaces, general workflow, and creating a well-run environment for the team

• Manage facilities and suppliers: contractors, deliveries, maintenance, waste, utilities, building access, and general upkeep, ensuring issues are dealt with quickly and properly

• Manage our external cleaners, including standards, schedules, access, and feedback, and ensure the office remains presentable at all times

• Look after the office plants, including watering, basic care, and arranging replacements or improvements when needed

• Maintain the building and our small fleet of vehicles, including arranging servicing, MOTs, insurance, cleaning, and contractor access

• Monitor office-related spend and purchasing, carry out the weekly supermarket shop, and ensure supplies are always stocked (coffee, milk, fruit, snacks and general office items)

• Support basic finance administration, including making payments when authorised, maintaining purchase records, handling receipts, managing supplier invoices, and liaising with our accounts team

• Help administer staff cards and day-to-day business spending, which may include access to our bank account systems for practical administration (with clear controls and approval processes)

• Ensure ongoing compliance with health and safety, fire safety, and other legal obligations, keeping key records and checks up to date

• Provide some Executive Assistant support to Directors, including diary management, scheduling, correspondence, meeting prep, document preparation, and follow ups

• Help coordinate internal priorities by tracking actions, chasing updates, and keeping key admin moving so tasks do not get stuck

• Act as a friendly, professional first point of contact for the office, including greeting visitors, handling incoming calls, managing deliveries, and dealing with general enquiries

• Provide customer service cover for clients when needed, including basic triage, logging requests clearly, keeping people updated, and ensuring issues reach the right team

• Coordinate basic HR administration, including onboarding and offboarding tasks (right to work checks, contracts, staff files, equipment handovers, and key access)

• Maintain accurate staff records and HR documentation in line with company processes and confidentiality expectations

• Support holiday and absence administration, tracking, and reporting, including reminders and ensuring records are kept tidy and accurate

• Support recruitment as roles arise, including posting and managing adverts, screening CVs, shortlisting, pre-qualifying candidates by phone, and coordinating interviews and feedback

• Take an active role in staff wellbeing and office culture: planning and organising seasonal decorations (Halloween, Christmas etc), suggesting small morale-boosting initiatives, coordinating incentives and team treats, and generally bringing energy and positivity to the workplace

• Keep shared admin systems organised (folders, templates, trackers and calendars) so information is easy to find, consistent, and well maintained

• Spot issues before they become problems, make sensible improvements, and implement changes without waiting to be asked

What We’re Looking For

• Office management experience is essential: you must have previously owned the day-to-day running of an office and understand the fundamentals without needing to be taught

• Highly organised with strong judgement and the ability to prioritise independently

• Strong attention to detail and pride in running a tidy, well-functioning workplace

• Tech savvy and comfortable with cloud tools, shared files, calendars, forms, and modern admin systems

• Confident communicator with a friendly but professional approach, able to deal with staff, suppliers, and clients

• Trustworthy and discreet, able to handle sensitive information and, where appropriate, access to financial systems with care and professionalism

• Comfortable supporting recruitment administration and candidate coordination

• Fun, outgoing and people-focused, with a genuine interest in staff wellbeing and creating a positive office atmosphere

• Practical, hands-on attitude and willingness to help wherever needed

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.