Admin and Systems Assistant

Join Fabric Godmother as our Admin and Systems Assistant

We’re looking for a highly organised, systems-minded Admin and Systems Assistant to join the Fabric Godmother team.

This is a varied role at the heart of the business, helping to keep the systems, information and day-to-day administration behind Fabric Godmother running smoothly.

From setting up new products and maintaining accurate data to keeping stock records, spreadsheets and internal systems up to date, you’ll play an important role in making sure the right information is in the right place at the right time.

You’ll love a good system, have a sharp eye for detail and take real satisfaction from keeping things organised and accurate. You’ll also enjoy looking for better, simpler ways of working and be comfortable in a busy small business where priorities can change and everyone lends a hand when needed.

Your role

Your main focus will be keeping our systems, data and administration accurate, organised and up to date .

You’ll be responsible for:

• Setting up new products across our systems and preparing them for launch on our website
• Entering, checking and maintaining accurate product and business data
• Keeping product records, spreadsheets, trackers and internal systems organised and up to date
• Helping to maintain accurate stock information and investigating discrepancies
• Carrying out regular stock checks across haberdashery, patterns and other product areas
• Providing administrative support for purchase orders and ensuring records are kept accurate and current
• Processing incoming deliveries, including checking, labelling and updating stock information
• Maintaining our sample records and archive so samples can be easily located and tracked
• Coordinating the administration of sample requests, deliveries and returns
• Creating and maintaining reports, trackers and spreadsheets for the wider team
• Helping to improve our administrative processes and finding simpler, more efficient ways of working
• Using digital and AI tools to make everyday administrative tasks quicker and more effective
• Supporting team meetings, events and general office administration
• Helping with preparations for events, classes and open days
• Occasionally working at weekends to help open and close the studio for classes and open days

As a small team, we all help each other when things get busy, so from time to time you may also lend a hand elsewhere in the business – whether that’s helping in retail, cutting fabric or packing customer orders.

What we’re looking for

You’ll be someone who genuinely enjoys organisation and takes pride in knowing that information is accurate, systems are up to date and everything is where it should be.

You’ll have:

• Excellent IT skills and confidence working with and learning different systems
• Strong Excel and spreadsheet skills
• Excellent attention to detail and a high level of accuracy
• A logical and organised approach to information, systems and processes
• The confidence to spot when something doesn’t look right and investigate it
• The ability to manage multiple tasks, prioritise your workload and meet deadlines
• Excellent written and verbal communication skills
• A proactive approach – you notice what needs doing and take responsibility for getting it sorted
• An interest in improving processes and finding more efficient ways of working
• Confidence using AI and digital tools to support everyday tasks, with good judgement around accuracy and confidentiality
• A positive, helpful attitude and a willingness to get stuck in as part of a small team
• Flexibility as priorities and the needs of the business change
• Knowledge of fabric and different fabric types is preferable
• The ability to carry out the physical aspects of the role, which regularly involve lifting and moving boxes, fabric rolls and stock

You don’t need to know all of our systems on day one. What matters is that you’re confident with technology, quick to learn and curious about how things work.

Most importantly, you’ll take ownership of the details .

In a busy business like Fabric Godmother, accurate information and well-organised systems make a huge difference. You’ll be the person helping to make sure those foundations are in place, making everyone’s job easier and helping the whole business run more smoothly.

Salary: £13.45 p/h - £14.80 p/h after probation.

Benefits: include pension, staff discount.

Hours: Full-time, Monday–Friday 9am - 5pm with a 1 hour lunch break.

Location: Fabric Godmother, 5 Chapel Rd, Portslade, BN41 1PF.

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