Office Manager

Who we are:

Zilch is a payment tech company on a mission to create the most empowering way to pay for anything, anywhere. Combining the best of debit, credit and savings, we give our customers the option to earn instant cashback or spread the cost of pricier purchases, completely interest free and with no late fees. Pretty great, right? 

We’ve already done big things since launching in the UK in 2020. In our first 24 months, we gained a huge 3 million customers. And just 14 months into our journey, we earned double-unicorn status – the fastest company in Europe to do so *bragging-not-bragging*

There are some exciting projects coming up and we’ve got big growth plans. Want to join us?

The role.

We are seeking a highly organised and proactive Office Manager, who will play a crucial role in maintaining the efficiency of our office operations, managing all building services related activities to the highest standards in line with regulatory requirements, supporting various departments and contributing to the overall positive work environment at Zilch Technology Limited

Day to day responsibilities

Office & Facilities Management:

• Oversee the maintenance and cleanliness of the office space, including coordinating repairs, cleaning services, and ensuring compliance with safety standards.
• Manage vendor relationships for facility-related services, such as janitorial, maintenance, and security.
• Conduct regular inspections of the office space to identify and address any issues or concerns promptly.
• Develop and implement procedures for efficient space utilisation and allocation, including office layout and seating arrangements.
• Notify staff of visitor arrivals and meet and greet where required.
• Coordinate office moves, renovations, and expansions as needed, ensuring minimal disruption to daily operations.
• Primary point of contact for office-related emergencies or issues outside regular business hours.
• Coordinate and respond to facility concerns to ensure a swift resolution.
• Additional tasks as required to ensure a professional and smooth-running office.

Administrative Support:

• Manage office supplies inventory and procurement, including ordering supplies, monitoring stock levels, and negotiating vendor contracts.
• Handle incoming and outgoing correspondence, including mail, emails, and phone calls, and redirect as necessary.
• Maintain office equipment and technology, troubleshooting issues and coordinating repairs as needed.
• Support in organising company events, meetings, and conference coordinating catering and logistics for events when required.
• Provide general administrative support to various departments as required.

Health and Safety Compliance:

• Ensure compliance with health and safety regulations and guidelines.
• Develop and maintain emergency response plans and procedures, including evacuation protocols and first aid supplies.
• Coordinate employee training on health and safety topics, including ergonomics, fire safety, and emergency preparedness.
• Fire Marshall and First Aider for office (as part of a team) training will be provided if successful applicant requires up to date certifications.

Budget Management :

• Assist in the development and management of the office budget, tracking expenses and identifying cost-saving opportunities.
• Negotiate contracts and agreements with vendors and service providers to ensure cost-effective solutions for facility management needs.
• Monitor utility usage and expenses, implementing strategies to reduce energy consumption and waste.

EA/PA:

• Covering for the Personal or Executive Assistant during short periods of absence such as holiday or sickness.
• Supporting the CEO Founder and Co-Founder.
• Diary management, travel arrangements, meeting guests, other EA/PA duties as reasonably required.

We’re looking for…

• Proven experience in office management roles, a minimum of 3 years preferable.
• Strong organisational skills and attention to detail, with the ability to multitask and prioritise tasks effectively.
• Excellent communication and interpersonal skills, with the ability to interact professionally with employees, vendors, and clients.
• Proficiency in Microsoft Office suite.
• Knowledge of health and safety regulations and best practices.
• Ability to work independently with minimal supervision and as part of a team.
• Proactive problem-solving skills and the ability to think strategically about facility management issues.

Benefits

Compensation & Savings

• Pension scheme – 5% employee contribution and 3% employer contribution
• Death in Service scheme – 3x your annual basic salary to nominated beneficiaries
• Income Protection – up to 75% of annual basic salary to cover long term injury or illness

Health & Wellbeing

• Private Medical Insurance including;
• GP consultations (video, telephone or face-to-face)
• Prescribed medication
• In-patient, day-patient and out-patient care
• Mental health support
• Optical, dental & audiological cover
• Physiotherapy
• Advanced cancer cover
• Menopause support
• Employee Assistance Programme including
• Unlimited mental health sessions
• 24/7 remote GP & physiotherapy
• 24/7 helpline for emotional & practical support
• Savings & discounts on everyday shopping
• 1:1 personalised wellbeing consultations
• Gym membership discounts

Family Friendly Policies

• Enhanced maternity pay
• Enhanced paternity pay
• Enhanced adoption pay

Zilch App Rewards

• 5% cashback in Zilch rewards on purchases through the app
• £200 Zilch rewards bonus for WFH set up

Learning & Development

• Professional Qualifications
• Professional Memberships
• Learning Suite for e-courses
• Internal Training Programmes
• FCA & Regulatory training

Workplace Perks

• Hybrid Working 3 days in office
• Casual dress code
• Work related social events
• Free fruit, snacks, and refreshments in the office

Read Full Description