Office & Finance Manager

Chic & Citizen; United Kingdom; Hybrid; GBP 25,000 - GBP 35,000; Part time

Job summary

An innovative agency in the UK seeks a skilled financial and office administrator to manage financial processes and support overall administration. Responsibilities include overseeing Accounts Payable/Receivable, ensuring compliance with UK regulations, and coordinating business administration tasks for the UK Director. The role is part-time, located in London, with flexible working hours, and involves collaboration with an agile team dedicated to high standards of creativity and execution.

Benefits

Transportation reimbursement

Flexible working (3 days in the office)

Christmas party in Paris

Qualifications

• Experience managing financial and administrative systems.
• Proven ability to perform bank reconciliations and manage invoices.
• Strong organizational skills for office management.

Responsibilities

• Manage financial reporting, including cash flow forecasts.
• Coordinate UK director's business administration tasks.
• Oversee office facilities and maintenance.

Skills

Financial accuracy

Office administration

Compliance with regulations

Xero accounting software

Team collaboration

Tools

Xero

Teamleader Orbit

Job description

Responsibilities

• Perform bank reconciliations to support quarterly VAT returns, ensuring accuracy and timeliness.
• Manage Accounts Payable and Accounts Receivable processes, including invoice handling, payment scheduling, and client follow-ups.
• Maintain and manage financial and administrative systems, including Xero and Teamleader Orbit, ensuring accurate and up-to-date records.
• Prepare and deliver monthly financial reports, including cash flow forecasts, gross margin reports, and budget monitoring, providing insights and commentary to support UK team decision-making.
• Provide ongoing support to the Paris Head Office accounting team, including document preparation, report submission, and financial coordination.
• Collate, verify, and submit payroll data to external accountants for processing, ensuring accuracy and confidentiality.
• Ensure weekly filing of Orbit outgoing and incoming invoices to the internal server, maintaining organised and accessible financial records.

AGENCY ADMINISTRATION

• Oversee and coordinate business insurance administration, including renewals, claims, and policy documentation.
• Help ensure compliance with UK regulations, including health and safety policies, GDPR/data protection laws, and statutory obligations.
• Support the UK Director with business administration, diary management, expenses, meeting preparation, and follow-up actions.
• Support HR-related tasks, such as maintaining personnel records, coordinating recruitment processes, and assisting with onboarding or internal policy updates.
• Review contracts and proofread key documents, ensuring consistency, accuracy, and alignment with company standards.
• Oversee staff expense processing once validated and credit card reconciliation, ensuring proper documentation and compliance with internal policies.

OFFICE MANAGEMENT

• Handle a range of general office administration tasks, including preparing correspondence, organising files (physical and digital), managing office supplies, and handling incoming and outgoing mail.
• Coordinate team meetings and internal events, including scheduling, agenda preparation, and minute-taking where required.
• Liaise with suppliers and service providers, managing contracts, renewals, and ensuring cost-effectiveness.
• Coordinate office facilities and maintenance, ensuring the working environment remains safe, organised, and fit for purpose.

About CHIC Agency

CHIC is a Paris-born strategic, creative and production agency dedicated to premium and luxury brands. We partner with beauty, high jewellery, spirits brands to imagine concepts that stand out, stories that resonate, and executions that elevate.

At CHIC, creativity meets precision. We mix strong strategic thinking with bold creative ideas, producing work that is visually striking, culturally relevant, and impeccably crafted. From brand platforms to integrated campaigns, from film and digital content to social experiences, we design narratives that help brands express who they truly are.

We are a small, agile, and collaborative team that values curiosity, taste, and high standards. We work closely with clients and production partners to deliver work that is not only beautiful, but meaningful.

If you love great ideas, refined aesthetics, and a team that genuinely enjoys what they do while strive to maintain high standards in the whole chain, you’ll feel right at home at CHIC.

Details

• Studio in the arty area of London Fields
• Transportation reimbursement to the office
• Flexible working (3 days in the office)
• Christmas party in Paris
• Part time (3 days a week) or freelancer contract
• Only apply if you are eligible to work in the UK

CHIC United Kingdom