Day Part Time jobs in Honiton EX14

Job Description: Finance & Administration Manager / Personal Assistant

Working arrangement: Part-time
Businesses supported: Luna Mae London, GFB Ltd and Scott & Willis
Personal support: Two Directors

Role Overview

We are seeking a dynamic and detail-oriented Finance & Business Administrator / Personal Assistant to join our team. The role is to provide day-to-day financial and administrative support across three separate businesses, alongside personal assistance to two Directors. The part-time role involves managing financial records, payroll, correspondence, bookings, calendars and renewal deadlines, while responding to changing priorities across the businesses and personal affairs.

The three businesses to offer support with are Luna Mae London, a couture fashion brand, Scott & Willis, a construction business, and GFB Ltd, a Devon based holiday let.

The ideal candidate will be proactive, highly organised, and eager to contribute where efficiency and accuracy are paramount.

Bookkeeping, Payroll and Financial Administration

• Maintain Xero bookkeeping records for three businesses, including entering invoices, receipts, expenses and other financial transactions.
• Maintain Xero records for a rental property in London.
• Process payroll for the three companies.
• Carry out Construction Industry Scheme (CIS) administration
• Monitor bills and payment deadlines, advising Directors of amounts becoming due.
• Assist with budgeting, expense tracking, and financial reporting to support business decision-making.
• Work alongside the Contracts Manager on project-related financial and administrative matters.
• Handle all administrative tasks including data entry, filing, and document management with precision and attention to detail.
• Undertake credit control when required, including sending statements, following up overdue invoices and resolving payment queries.
• Liaise with accountants regarding financial records, payroll and accounting queries.
• Support office operations by organising supplies, maintaining inventory, and ensuring a smooth workflow.

Shared Administration & Coordination

• Monitor and manage five email inboxes, identifying matters requiring action and following up where necessary.
• Use Slack for internal communication, updates and tracking outstanding requests.
• Maintain shared calendars, including accommodation bookings, staff holidays and other key dates.
• Arrange export shipments through shipping portal and coordinate the associated shipping information and paperwork.
• Assist with Hostfully, the holiday let booking management system.
• Maintain vehicle records, insurance and parking permits renewals.
• Coordinate information and actions between Freddie, Claudia, staff, accountants, insurers, suppliers and other professional contacts.
• Maintain an organised system for outstanding actions, renewals and deadlines.

Personal Assistance

• Provide administrative support to both Director relating to personal matters, properties and associated arrangements.
• Assist with applications, licences and supporting documentation, handling personal and sensitive information confidentially.
• Manage and follow up personal administrative tasks and deadlines as required.

Skills & Experience

• Proficiency in Xero for financial management is required.
• Proven administrative experience in a professional setting, demonstrating strong organisational skills across multiple businesses.
• Experience with CIS administration is highly desirable.
• Experience with Microsoft Office Suite (Word, Excel, PowerPoint) and Google Workspace (Gmail, Calendar, Docs).
• Strong data entry skills with high accuracy; familiarity with clerical procedures is essential.
• Excellent phone etiquette and communication skills to interact confidently with clients and team members.
• Discretion when handling confidential business, financial and personal information.
• Comfortable using online systems and portals; experience with Slack, Hostfully and InXpress would be advantageous.
• Able to prioritise effectively and respond to changing requirements within part-time working hours.
• Proactive and capable of identifying outstanding actions rather than waiting to be prompted.
• High level of discretion when handling confidential business, financial and personal information.

Pay: From £18.00 per hour

Expected hours: 10.0 – 14.0 per week

Benefits:

• Free parking

Experience:

• Xero: 2 years (required)

Work Location: In person