Family Office, PA/Operations/Bookkeeping, SW1, (Hybrid)
To £50,000 (min 1 day in-office)
Ref: 22935
Are you looking to use your business, operations and finance skills?
Are you numerate and experienced on Xero?
Maybe you want to be involved in a real, tangible business where you will be involved in a wide range of activities and rather not get lost in a large corporate?
This is a full-time role supporting two principals across multiple businesses, estate finance, operations and personal matters. The position combines hands-on bookkeeping and financial administration with personal and business administrative support. A high level of numeracy, business acumen, and experience of using technology and AI tools to increase efficiency and business processes are required.
Our client has a long-established family-owned estate in botanical gardens, residential properties, farmland, and associated businesses. The Estate operates alongside a portfolio of privately owned business interests including property investment and renovation and a growing PR advisory firm. With personal financial affairs and a family charitable trust, supported by external accountants and advisors there is a lot to get involved in.
The successful candidate will work across estate, business and personal activities, providing financial and administrative and organisational support.
The role is hybrid with at least one day in London and a monthly visit to the estate office.
Finance & Bookkeeping:
- Day-to-day bookkeeping across multiple businesses, estate entities and, where required, personal/charitable affairs
- Maintaining and reconciling accounts using Xero, requiring a strong working knowledge of its more advanced functionality
- Recording payments and reconciling bank and other financial accounts
- Raising, processing and tracking invoices, including client invoicing, and arranging payment of supplier bills following authorisation
- Managing payroll administration (4 staff) including relevant payroll, NIC and pension information and liaison with payroll providers/accountants
- Preparing and reconciling information required for VAT returns and liaising with accountants regarding VAT queries
- Correctly coding and allocating expenditure across the various entities in accordance with agreed allocation formulas
- Allocating labour and other shared costs to the appropriate cost centres/account codes
- Providing annual financial information and detailed supporting accounts to the relevant accountants and responding to subsequent queries
- Maintaining financial records required for personal tax/accounting purposes and charitable activities
- Acting as a key point of contact with external accountants and advisers, ensuring that accurate information and supporting documentation is provided promptly
- Managing utility accounts across relevant properties, checking invoices and reviewing providers and tariffs where appropriate
- Maintaining subscriptions and software licences, including monitoring renewals and expenditure
- Maintaining accurate financial and administrative records for holiday lets, including income and expenditure, utilities, insurance, certificates and maintenance records
Operations, Administration & PA Support:
- Coordinating travel arrangements, including flights, trains, hotels and car hire, working with Corporate Travel where appropriate
- Maintaining comprehensive paper and electronic filing systems across the various businesses and personal/charitable affairs
- Managing information and document workflows, including the sending, filing and secure storage of invoices, contracts, NDAs, proposals and engagement letters
- Providing occasional diary and scheduling support across business and personal matters, rather than full diary management
- Supporting compliance and corporate administration, including Companies House matters, ICO requirements and HR policies
- Helping to coordinate information, processes and administrative requirements
- Identifying opportunities to improve systems and processes, making effective use of technology and AI tools to increase efficiency and organisation
- Providing general and ad hoc administrative support as required.
You will need:
- Accounting / bookkeeping skills and experience
- Exceptional attention to detail
- Great IT skills including Xero, experience with AI, Excel
- Great communication skills, a positive and can do approach