Full job descriptionAn excellent opportunity has arisen for an experienced, hands-on finance professional to join a family office, taking responsibility for a broad range of financial administration, bookkeeping, payroll, purchasing and expenditure management across the principals’ personal affairs, private households, properties and estate.
This is a varied and trusted position, combining strong technical bookkeeping and payroll expertise with practical supplier management, utilities, purchasing and cost control.
Our client is looking for someone exceptionally organised, commercially minded and proactive, who enjoys taking ownership, identifying savings and ensuring that everything runs smoothly. You will be equally comfortable managing detailed financial records, negotiating with suppliers and picking up the telephone to resolve an issue.
This is not a traditional accounting role. The successful candidate will genuinely enjoy the practical, hands-on nature of managing personal and household finances, with the confidence, persistence and initiative to see things through.
WORKING LOCATIONS
The role will be based across three locations, with the anticipated weekly arrangement as follows:
2-3 days at the London office, near King’s Cross, 1 day at the London residence and 1 day at the estate in South East England.
A full UK driving licence is essential, given the regular travel to the estate.
KEY RESPONSIBILITIES
Bookkeeping & Financial Reporting
*Manage day-to-day bookkeeping through to trial balance using Xero and Dext, including invoice processing, accurate coding, reconciliations and supplier ledgers.
*Maintain clear separation of personal, household, property, estate and business-related expenditure.
*Prepare weekly payment schedules for approval, ensuring invoices and commitments are accurately recorded.
*Produce monthly financial reports, property-specific expenditure analysis, budgets and variance reporting, highlighting discrepancies and areas requiring attention.
*Monitor personal and travel-related expenditure, including significant payments, refunds, cancellations and insurance claims.
*Maintain construction project budgets, tracking budgeted, committed, invoiced and paid costs.
*Prepare accurate year-end financial information and liaise directly with external accountants.
Utilities, Supplier Management & Cost Control
*Take full ownership of utilities, recurring expenditure, service contracts and insurance renewals across the properties and estate.
*Monitor bills and consumption, investigate anomalies, challenge incorrect charges and proactively identify opportunities for savings.
*Manage supplier contracts, renewal schedules and tariff reviews, negotiating competitive terms and preventing unnecessary expenditure.
*Act as the main point of contact for suppliers, utility providers, insurers and other external parties, resolving queries and disputes through to completion.
Purchasing & Expense Management
*Manage purchasing across the households and estate, including sourcing and comparing quotations, negotiating terms and overseeing orders through to delivery and final invoicing.
*Maintain preferred supplier relationships, trade accounts and accurate purchasing records.
*Manage returns, refunds, warranty claims and any issues arising with deliveries or services.
*Administer staff expense cards, spending limits, receipts and monthly reconciliations, ensuring appropriate financial controls and reporting.
Payroll & Financial Administration
*Take ownership of transitioning household payroll from an external bureau to an in-house function.
*Independently manage UK payroll from start to finish, including PAYE, RTI submissions, statutory payments, pension auto-enrolment and year-end requirements.
*Manage starters, leavers, payroll changes and staff pay queries.
* Liaise confidently with HMRC, banks, insurers, payroll providers and professional advisers.
*Coordinate payment approvals efficiently, preparing all necessary information in advance and maintaining accurate records.
ABOUT YOU
We are looking for a capable, resourceful and highly dependable individual who enjoys responsibility, variety and working autonomously within a family office environment.
Essential Experience and Skills
*AAT Level 4 qualified or equivalent, with several years’ hands-on bookkeeping experience through to trial balance.
*Proven experience independently managing UK payroll in-house, including RTI, statutory payments, pension auto-enrolment and year-end processes.
*Strong Xero experience and Xero certification, with knowledge of Dext.
*Previous experience within a private household, family office or country estate environment.
*Demonstrable experience managing utilities, suppliers, contract renewals, purchasing and cost control.
*Strong budgeting, reconciliations, financial reporting and project cost-tracking experience.
*Confident and persistent when dealing with suppliers, HMRC, insurers and other service providers, particularly over the telephone.
*Experience managing staff expenditure and maintaining appropriate financial controls.
*Excellent attention to detail, sound judgement and a proactive, solutions-focused approach.
*Absolute discretion, integrity and the ability to work independently.
*Full UK driving licence and willingness to travel regularly between locations.
Desirable
*CIPP Level 3 Payroll Technician Certificate or Xero UK payroll certification.
*Experience transitioning payroll from an external bureau to an in-house function.
*Experience administering staff expense cards using Soldo or a similar platform.
The right person will be personable, meticulous and practical, with the confidence to challenge costs, improve processes and take ownership without needing to be prompted. All applications are received in the strictest confidence.