Part time Office Administrator and Bookkeeper - Ecovillage Findhorn office

Gaia Education (GE) is an award-winning provider of holistic sustainability education that supports communities around the world to thrive using regenerative practices. We offer online and face-to-face courses, resources, and projects, all based on our 4D Whole Systems Design Framework. Drawing from the experience and expertise of a network of some of the most successful transition settings, ecovillages, and community projects across Earth, Gaia Education works in over 55 countries with over 200 partners.

We are looking for a part-time Office Administrator and Bookkeeper for our Ecovillage Findhorn office in Moray, Scotland. The role is for a self-employed contractor to work for 64 hours per month. Hourly rate: £15.00 per hour. Initial contract: 1 year. 

Training in bookkeeping is offered as part of the role, if necessary.

It is also possible to split the role into separate Administrator and Bookkeeper, depending on applications.

Office administration duties - 50 hours per month

• General Administrative tasks:

  • Scheduling & organising meetings & appointments for internal and external members (Zoom/GoogleMeet/Google Calendar). 

  • Booking flights and travel arrangements for projects when and where appropriate

  • Performing a variety of administrative duties, such as generating and distributing memos, letters, spreadsheets, forms… and replying to, sorting and distributing incoming mail 

  • Organise invoicing and participant payment administration

  • Handling administrative communication for Board Meetings.

  • Taking meeting minutes for Board and Management Team meetings

  • Supporting Gaia Education Affiliates with their accounts and posts

  • Checking purchase orders

  • Packing and shipping orders

  • Managing products, and office supply stock

  • Helping in book keeping and report to accounts team

  • Handling telephone enquiries 

  • Maintaining relations & orders with external stakeholders/suppliers - Printers

  • Supporting the CEOs with administrative and logistical matters

  • Any other administrative duties given by CEOs & colleagues 

Bookkeeper - 14 hours per month

• Recording Transactions: Enter sales, purchases, receipts, and payments into accounting software.

• Bank Reconciliations: Compare company financial records with bank and credit card statements to verify accuracy.

• Ledger Management: Maintain and update the sales, purchase, and general ledgers.

• Accounts Payable/Receivable: Process vendor bills, issue customer invoices, and track overdue payments.

• Tax and Compliance: Prepare periodic returns where appropriate

• Payroll Support: Handle or prepare monthly payroll data

• Any other bookkeeping duties given by the Chief Financial Officer.

Essential skills and experience: 

Previous administrative experience 

General IT skills (training is provided for the platform) 

Team player - good people skills 

Good organisation skills 

Good working English 

Desirable skills and experience: 

Familiarity with the Global Ecovillage Network, Gaia Education, and Regenerative Education

Understanding Portuguese and Spanish is a plus 

Experience from third sector 

Experience with using course and membership platforms 

Experience in bookkeeping

Think you’d like to join the team? We’d love to hear from you! 

For more details and any questions, please feel free to email Sally Bogale at vacancies@gaiaeducation.org 

If you wish to apply for the role please send a CV and Cover Letter to vacancies@gaiaeducation.org, with the subject ‘Findhorn Office Admin/Bookkeeping Role’’. Application until Friday 21st August 2026, 23.59 GMT.