Job Overview
We are seeking a highly organised and proactive Office Administrator to join our team. This is a varied role combining general office administration, customer support and day-to-day accounts administration.
The successful candidate will play an important role in supporting the smooth running of the office, managing customer administration from sale through to completion, and maintaining accurate financial records within QuickBooks.
We are looking for someone who is confident using QuickBooks and comfortable taking responsibility for routine bookkeeping and accounts administration, including processing invoices, reconciling transactions and maintaining accurate records for VAT purposes.
Duties
- Managing incoming calls with professional phone etiquette and directing enquiries appropriately
- Managing the administration process for customer bookings and installations, including providing ongoing customer service and support
- Providing administrative support throughout the customer journey from sale through to completion
- Organising and maintaining files, records and documentation in both physical and digital formats
- Performing accurate data entry using Microsoft Office, Google Workspace, QuickBooks and Jobber
- Assisting with scheduling appointments, installations, meetings and maintaining calendars
- Preparing correspondence, reports and other documentation as required
- Raising and issuing customer invoices using QuickBooks and/or Jobber
- Processing and recording supplier invoices, purchases and expenses within QuickBooks
- Matching incoming customer payments against invoices and maintaining accurate customer account records
- Managing and reconciling the QuickBooks bank feed, ensuring transactions are correctly matched and categorised
- Carrying out regular bank and account reconciliations and investigating any discrepancies
- Ensuring transactions are correctly recorded and appropriately coded for VAT
- Maintaining accurate financial records and helping ensure the accounts are up to date and ready for VAT return preparation
- Checking supplier statements and identifying or obtaining missing invoices and receipts
- Monitoring outstanding customer invoices and assisting with credit control and payment follow-ups
- Maintaining organised digital records of purchase invoices, receipts and other financial documentation
- Liaising with management and the company's accountant where required regarding bookkeeping, VAT and accounting queries
- Assisting with basic financial and administrative reporting when required
- Coordinating office supplies procurement and inventory management
- Providing general administrative support to team members and management as required
- Helping to continually improve administrative systems and processes as the business grows
Qualifications & Experience
- Proven experience in an office administration, accounts administration, bookkeeping or similar role
- Previous practical experience using QuickBooks (or Xero) is highly desirable
- Experience processing purchase and sales invoices, matching payments and carrying out bank reconciliations
- A good working understanding of basic bookkeeping principles and VAT
- Experience maintaining accurate financial records and preparing accounts information for VAT returns would be advantageous
- Proficient computer skills, including Microsoft Office Suite (particularly Word and Excel) and Google Workspace
- Experience using CRM, job management or scheduling software such as Jobber would be advantageous
- Excellent organisational skills with the ability to prioritise multiple tasks effectively
- Strong data-entry skills with a high level of accuracy
- Good written and verbal communication skills with professional phone etiquette
- Confidence communicating with customers, suppliers and colleagues
- Ability to work independently, take ownership of tasks and identify issues that require attention
- Excellent attention to detail and a methodical approach to administrative and financial tasks
- Ability to work effectively as part of a team in a busy, fast-paced environment
About the Role
This position would suit someone who enjoys a varied role and is equally comfortable dealing with customers, organising office administration and working within QuickBooks.
The ideal candidate will be someone who takes ownership of their workload, keeps accurate records and can help ensure that both the administrative and day-to-day financial side of the business remains organised and up to date.
Job Type: Full-time
Pay: £27,000.00-£29,000.00 per year
Experience:
- Quickbooks / Xero: 2 years (required)
Work Location: In person
