Studio Operations & Finance Assistant
Part-time | 24 hours per week | Monday, Tuesday, Thursday & Friday, 9am–3pm (School Friendly) | Liverpool
We’re looking for a highly organised, practical and detail-focused person to join our small creative studio and help keep the day-to-day running of the business organised, efficient and on schedule.
This is a varied, hands-on role combining order fulfilment, production, stock management, customer service, administration and finance support. It would suit someone who genuinely enjoys organisation, likes keeping on top of lots of moving parts and is equally happy working in QuickBooks and spreadsheets as they are packing orders, managing stock or making products.
As a small business, everyone gets stuck in. We’re looking for someone self-sufficient, methodical and proactive who is comfortable taking ownership of their workload rather than waiting to be told what needs doing.
About Lucy Maggie Designs
Lucy Maggie Designs is an independent Liverpool-based greetings and giftware brand creating colourful, contemporary products with a playful sense of humour.
The business has grown from a small illustration-led brand into a busy creative studio producing greeting cards, coasters, stationery and giftware for independent retailers, major UK retailers and customers internationally.
We’re a small, friendly team. The studio is creative and informal, but we take customer service, product quality and getting orders out on time seriously.
Key Responsibilities
Orders, Production & Customer Service
- Print, pack and dispatch wholesale orders accurately and efficiently.
- Help ensure orders are completed and shipped on time, with excellent communication to customers throughout.
- Look for ways to improve production processes and turnaround times.
- Pack and dispatch direct-to-consumer orders.
- Produce and assemble products manufactured in-house.
- Carry out quality-control checks to ensure products meet our standards.
- Place card-printing and other production orders with external suppliers.
- Keep projects and production schedules on track, helping to establish deadlines and flagging potential delays early.
Studio Production
The role includes a significant amount of practical, hands-on production work, including:
- Pressing and quality checking coasters.
- Producing and assembling products such as keyrings, socks, purses, gift sets and other merchandise.
- Printing labels, inserts and backing cards.
- Testing and helping improve new production workflows.
- Preparing products and stock for wholesale orders, markets and events.
Stock & Inventory Management
- Monitor stock levels and carry out regular stock counts.
- Restock products and production supplies.
- Place wholesale, production and top-up inventory orders when required.
- Keep stock and production areas organised and easy to manage.
- Run occasional small errands relating to studio operations.
- Maintain organised spreadsheets and records relating to products and orders.
Finance & Administration
- Raise sales invoices as required.
- Process and enter business expenses into QuickBooks accurately and in a timely manner.
- Match and reconcile bank transactions in QuickBooks.
- Ensure correct VAT treatment is applied to all income and expenses.
- Support preparation of VAT returns, ensuring all records are complete, accurate and up to date.
- Help track outstanding customer payments and maintaining accurate financial records.
- Regularly update internal finance tracking documents.
- Prepare polite, templated reminders for overdue invoices.
- File and organise receipts.
- Maintain organised spreadsheets and records relating to products, orders and finances.
- Prepare quarterly royalty reports.
A good understanding of business finance and bookkeeping is preferred, particularly within QuickBooks and VAT processes. Previous experience using QuickBooks would be ideal, although training can be provided for the right person.
Licensing & Product Administration
- Track sales of licensed greeting cards and products.
- Maintain accurate licensing and product spreadsheets.
- Keep online and digital catalogues up to date.
- Maintain organised product files and internal folders.
About You
We’re looking for someone who is:
- Extremely organised and methodical.
- Excellent at keeping files, spreadsheets, stock and physical spaces in order.
- Highly detail-oriented and accurate.
- Reliable and able to manage deadlines.
- Comfortable working independently and prioritising their own workload.
- Proactive and willing to take initiative when something needs doing.
- A good communicator who understands the importance of keeping customers informed.
- Confident working with numbers and basic financial information.
- Comfortable using spreadsheets and learning different systems.
- Happy doing a mixture of computer-based administration and practical/manual production work.
- Someone who takes pride in getting things finished properly rather than leaving loose ends.
Previous experience within a small business, e-commerce, wholesale, order fulfilment, finance administration or production environment would be particularly useful, but attitude and organisation are just as important.
The Role
This is a varied position within a small creative business, so no two days will necessarily look the same. You might spend the morning preparing invoices and checking outstanding payments, then move onto packing a wholesale order, pressing coasters, updating stock levels or preparing products for a market.
The core priority is simple: keeping the business organised, keeping orders moving and making sure customers receive a great service.
We’re looking for someone who enjoys being the person who quietly keeps everything running smoothly behind the scenes.
Pay: From £13.50 per hour
Expected hours: 24.0 per week
Benefits:
Work Location: In person
