Job description
We are working with a very well-established architecture practice with offices based across the UK. They are looking for an Office/Finance Assistant to join their team on a part-time basis. The role can be based in either Peterborough or London, working around 3 days a week to help the company with administrative and financial support across all the offices. They are looking for someone experienced in finance who has an AAT Level 2 qualification, good administrative skills and has ideally worked within an architecture practice before.
The Role
• Enter customer and supplier invoices into the accounting system (Xero).
• Create and send customer invoices each month.
• Prepare weekly payments and pay suppliers on time.
• Raise purchase order numbers and match them with invoices.
• Check for any invoice differences and get approvals if needed.
• Match payments to invoices and keep records up to date.
• Reconcile bank accounts regularly.
• Update cash flow forecasts.
• Track and manage petty cash.
• Process and record company credit card receipts.
• Create aged creditor reports using Xero.
• Send regular customer statements and follow up on overdue payments.
• Prepare monthly profit and loss reports and other financial reports for the Board and Bank.
• Keep spreadsheets updated and assist with financial reporting.
• Support with the financial parts of tenders and bids.
• Submit quarterly VAT returns.
• Work closely with Directors and Accountants.
• Make sure employee timesheets are completed weekly.
• Record work-in-progress (WIP) based on timesheets and staff costs.
• Collect and process staff expense claims.
• Assign correct codes to transactions.
• Place supplier orders as requested by staff.
• Follow up with suppliers and progress report.
• Complete supplier credit account applications.
• Manage payments to third-party service providers.
The Candidate
• Friendly and professional, with a good telephone manner
• Able to work independently and stay motivated
• Well-organised and reliable
• Confident using Xero accounting software
• Experience in bookkeeping
• Minimum AAT Level 2 qualification and 2 years' experience in a finance or office role, AAT Level 3 is a plus.
• Good with Excel, Outlook, and Word
• Able to manage time well and handle different tasks
• Comfortable speaking with people at all levels of the business
If you’re interested in the role, then please apply or send your CV with your location, salary and notice period to jobs@whitespacerecruitment.co.uk. You can also message me on LinkedIn, www.linkedin.com/in/daisyflower
