Job Description

Executive Assistant & Finance-Focused Office Manager (Fri - Sun)

Location:

Fully Remote (with one-day overlap on-site as needed)

Hours:

Friday-Sunday, 9:00-17:00

About Madestays

Madestays is a fast-growing luxury property management & hospitality-tech company in London. We manage

170 M+

in prime real estate, deliver guaranteed-rent solutions to property owners, we have 500+ 5reviews and we are building our own StayTech platform to power bookings, operations and owner dashboards.

Your Role

You'll cover weekend admin shifts, own invoicing & accounts-receivable for bookings, and support company wide functions. You'll ensure cash-flow health by generating invoices, chasing payments, reconciling gateways, and handing off to our weekday EA/Office Manager.

Key Responsibilities

Weekend Coverage:

Triage calls, emails and calendar updates; cover core office-manager tasks (supplies, facilities escalations)

Invoicing & AR:

Generate/send client invoices (direct & platform bookings), maintain receivables ledger, chase overdue payments via email/phone

AP & Finance Support:

Process supplier invoices, prepare weekly payables pack, update finance spreadsheets and expense receipts

Reporting & Handover:

Produce daily cash-flow snapshots every Sunday; hand over AR/AP tasks to Mon-Fri EA; document finance SOPs

Executive Support:

Manage calendars for SMT; respond to inbound calls and emails; take and distribute meeting minutes

Events & Dashboards:

Plan all-hands, offsites and site visits; produce weekly executive dashboards (open actions, hires etc)

Office Management:

Oversee supplies, vendor bookings, facilities requests, travel itineraries and expense reports

HR & Payroll Admin:

Onboard/offboard paperwork; liaise with payroll provider; maintain staff records and answer routine HR queries

Project Coordination:

Liaise with Operations, Tech, Finance and Renovations teams to track cross-department projects and follow-ups

Process Improvement:

Document and refine SOPs for tools like Guesty, Asana and G Suite; surface and solve recurring admin bottlenecks

Toolbox (ideal experience)

Guesty o Asana o G Suite (Sheets, Calendar) o Confluence o Notion o Canva o familiarity with basic bookkeeping tools (Xero, QuickBooks, or equivalent)

You Bring

1-3 years in invoicing, AR/AP or finance support roles Strong Excel/Sheets skills and tenacity in chasing payments Comfortable working independently on weekends, with clear handover discipline Excellent written and verbal communication High integrity handling sensitive financial data Exceptional organization, written & verbal communication

How to Apply

Email your CV and a short cover note to hello@madestays.com with subject "Fri-Sun EA & Office Manager." In your note, describe your experience and confirm you can work UK-hours Fri-Sun.

Job Type: Part-time

Pay: 14.00-22.00 per hour

Additional pay:

Bonus scheme Loyalty bonus Performance bonus Quarterly bonus Yearly bonus
Benefits:

Company events Employee mentoring programme Free parking
Schedule:

Monday to Friday
Application question(s):

Do you have at least 2 years' hands-on experience and daily familiarity with Guesty (property management software), Asana & Confluence?
(1. Yes, I have experience with all of the tools mentioned or similar tools/ or | 2. Somewhat, I have experience with some of the tools mentioned | 3. No, I have no experience with any of the tools mentioned).

Are you able to work [Mon-Fri 9 - 5], or [Wed-Sun 10 - 6], as specified in the job posting?
(1. Yes | 2. No)

Have you previously managed a receivables ledger of at least 50k/month, including generating invoices and chasing overdue payments?
(1. Yes | 2. No)

Are you comfortable processing in-person guest payments and handling security deposits on site?
(1. Yes | 2. No)

Do you live within a reasonable commute of central London and are you legally authorised to work in the UK without sponsorship?
(1. Yes | 2.No)

Please list 2-3 upcoming dates/times in the next 7 days when you can do a 30-minute video call. Do you have hands-on experience generating and sending client invoices, maintaining an accounts-receivable ledger, and successfully chasing overdue payments (via email and phone) of at least 100,000 per month? (1. Yes | 2. No)
Work Location: Hybrid remote in London W1S 4BD

Application deadline: 21/07/2025
Expected start date: 28/07/2025