Finance and Administration Assistant

About the Company

Ode Parfums is a forthcoming luxury fragrance brand set to go live in early 2027. The business aims to reshape the perfume market with imaginative niche collections and related products offered at accessible price points. With a fully direct-to-consumer model through its own flagship stores and e-commerce platforms, the brand plans to deliver a premium shopping experience both in person and online. This will include workshops, masterclasses, new discovery formats, and refillable products.

Role Overview

The company is seeking a meticulous and well-organised Finance & Administration Assistant to handle everyday finance and admin operations. This is a key position in a fast-paced startup environment and is best suited to someone dependable, accurate, proactive, and comfortable helping shape processes that are still evolving.

In this role, you will help keep financial records accurate, manage invoices and expenses, support administration across the business, and ensure important documents and information remain structured and current. You should be confident working across both finance and administration, able to juggle several priorities, and ready to support the wider team as the business grows and prepares for launch.

Key Responsibilities

• Handle routine finance administration tasks, including the processing of invoices, receipts, expenses, and payments.
• Support accounts payable and receivable activities while keeping records current and accurate.
• Keep financial files, supplier details, customer records, and internal documents well organised.
• Assist with bank, card, and expense reconciliations, and flag any mismatches promptly.
• Prepare straightforward financial reports, summaries, and tracking sheets for internal use.
• Work with suppliers, customers, accountants, and internal colleagues to resolve finance and admin queries.
• Support purchase order administration, supplier onboarding, and payment workflows.
• Ensure financial data is captured accurately and handled with confidentiality.
• Provide broad administrative support to the management team and the wider business, including office coordination and personal support to the CEO.
• Organise company records, filing structures, templates, and document storage systems.
• Assist with scheduling, meeting arrangements, email handling, and general office administration.
• Support onboarding paperwork for new suppliers, customers, employees, or contractors.
• Contribute to improving finance and admin processes, reporting, and working methods as the company scales.
• Take on ad hoc finance, administration, and operational duties as needed in a startup setting.

Requirements

• Prior experience in finance administration, bookkeeping, accounts support, office administration, or a comparable position.
• Excellent attention to detail, with a strong focus on accuracy and completing tasks through to the end.
• Very well organised, with the ability to manage several tasks, deadlines, and priorities simultaneously.
• Comfortable in a practical, hands-on role where discretion and reliability matter.
• Good working knowledge of invoices, expenses, receipts, payments, and basic financial record keeping.
• Confident with spreadsheets, Microsoft Office, Google Workspace, or similar tools.
• Strong communication skills and the ability to coordinate clearly with internal teams, suppliers, customers, and external partners.
• Proactive, dependable, and willing to take ownership of assigned work.
• Able to thrive in a startup or scale-up environment where procedures may need to be created or refined.
• Strong problem-solving ability and confidence in escalating issues when something appears wrong or unclear.
• Professional, discreet, and trustworthy when dealing with sensitive business or financial information.
• Desirable experience includes exposure to accounting ERP systems such as NetSuite or similar platforms, payroll administration, VAT records, month-end finance tasks, startup or small-business environments, purchase orders, supplier onboarding, procurement administration, improving filing systems, finance trackers, templates, or administrative processes, and supporting senior management or operations teams in a busy office.
• French language ability is ideal, or at minimum the confidence to operate in an international working environment.

Additional Information

This role sits within a startup environment, so flexibility, initiative, and a willingness to help build processes from the ground up are important. The position also includes office management support and personal assistance to the CEO alongside core finance and administration duties.

Ode Parfums emphasises creativity, discovery, and a premium brand experience across retail and digital channels.

Working Environment

The role is based onsite in London, England, United Kingdom.