Location: At the Head Office, East Molesey, KT8 (Hybrid working potential)
Job Type: Part Time / Flexible
Pay: £13- £15 per hour
Expected Hours: 25 per week
Contract Length: 12 Month Fixed Term ( With the opportunity to go permanent)
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 perfectly match technology to our clients lifestyles.
We're a small, close-knit team of engineers and designers who care about doing things properly. Operating in a luxury service industry means our clients expect a high standard - and we hold ourselves to the same. Behind every well-delivered project is a business that runs smoothly, and that's where this role comes in.
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.
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 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 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
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 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 & 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
Essential
- 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
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
BENEFITS OF BEING PART OF EQUIPPD
- 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
How to Apply
Please send us your CV and a short cover letter to [email protected] . 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?
We look forward to hearing from you!
Job Type: Part-time
Pay: £13.00-£15.00 per hour
Benefits:
- Company pension
- Free parking
- Health & wellbeing programme
- Sick pay
Work Location: In person
