Ode Parfums
Finance and Administration Assistant
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Company
Ode Parfums is a new luxury brand in perfumery that will launch early 2027. We are here to disrupt the market by providing highly creative collections of niche perfumes and associated ancillary products at affordable prices. 100% DTC with our own retail flagships and ecommerce websites, we will propose an elevated experience in store and online that will include workshops, master classes, new ways of discovering perfumes and refillable products.
Ode Parfums
Perfume is an Art
Creativity Unleashed
Role Overview
We are looking for a highly organised, detail-oriented Finance & Administration Assistant to support the day-to-day financial and administrative operations of the business.
This is an important role in a fast-moving startup environment, suited to someone who is proactive, accurate, trustworthy, and comfortable supporting a business where processes are still being developed. You will be responsible for helping maintain accurate financial records, processing invoices and expenses, supporting administrative tasks, and ensuring key documents and information are organised and up to date.
The ideal candidate will be confident working across finance and administration, able to manage multiple tasks at once, and comfortable supporting the wider team as the business prepares to launch and scale.
Key Responsibilities
- Support day-to-day finance administration, including processing invoices, receipts, expenses, and payments.
- Assist with accounts payable and accounts receivable processes, ensuring records are accurate and up to date.
- Maintain organised financial files, supplier records, customer records, and internal documentation.
- Support bank, card, and expense reconciliations, ensuring any discrepancies are identified and escalated quickly.
- Assist with preparing basic financial reports, summaries, and trackers for internal use.
- Liaise with suppliers, customers, accountants, and internal teams where required to resolve finance or administration queries.
- Support purchase order, supplier onboarding, and payment administration processes.
- Help ensure financial information is recorded accurately and confidentially.
- Provide general administrative support to the management team and wider business, including office management and personal assistance to CEO
- Manage and organise company documents, filing systems, templates, and records.
- Support scheduling, meeting coordination, email correspondence, and day-to-day office administration.
- Assist with onboarding documentation for new suppliers, customers, employees, or contractors.
- Help build and improve finance and administration processes, reporting, and ways of working as the business scales.
- Support the business with ad hoc finance, administration, and operational tasks as required in a startup environment.
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Key Requirements
- Previous experience in finance administration, bookkeeping, accounts support, office administration, or a similar role.
- Strong attention to detail, accuracy, and follow-through.
- Highly organised and able to manage multiple tasks, deadlines, and priorities at once.
- Comfortable working in a hands-on role where confidentiality and reliability are essential.
- Good understanding of invoices, expenses, receipts, payments, and basic financial record keeping.
- Confident using spreadsheets, Microsoft Office, Google Workspace, or similar tools.
- Excellent communication skills, with the ability to liaise clearly with internal teams, suppliers, customers, and external partners.
- Proactive, dependable, and willing to take ownership of tasks.
- Comfortable operating in a startup or scale-up environment where processes may need to be built or improved.
- Strong problem-solving skills and the ability to raise issues quickly when something is unclear or incorrect.
- Professional, discreet, and trustworthy when handling sensitive company or financial information.
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Desirable Experience
- Experience using accounting ERP systems such as Net Suite or similar
- Experience supporting payroll administration, VAT records, or month-end finance processes.
- Experience working in a startup, small business, or fast-growing company.
- Familiarity with purchase orders, supplier onboarding, or procurement administration.
- Experience improving filing systems, finance trackers, templates, or administrative processes.
- Experience supporting senior management or operations teams in a busy office environment.
- Ideally French speaking person or at least able to work in an international environment.
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