About the role
We’re looking for an organised, detail-focused Accounts Assistant to support our finance function within a busy plant hire business. This is a support role focused on accurate day-to-day processing and keeping our records tidy and up to date. This role will initially be for 3 days a week, however this may increase with time.
You’ll report to the Accounts Manager and work alongside them by inputting, processing and keeping things moving.
You’ll work mainly in Xero, with customer invoices generated through Insphire.
Systems you’ll use
· Insphire (hire system): used to generate customer invoices
· Xero (accounts system): used for day-to-day accounting tasks (posting supplier invoices, allocating payments, reconciliations, basic reporting, processing statements)
What you’ll be doingSales ledger (Insphire + Xero)
· Support accurate invoice generation in Insphire (correct customer details, hire dates, rates, damage waivers/charges where applicable, PO references)
· Ensure Insphire invoices are posted/recorded in Xero promptly, with correct VAT treatment and coding
· Raise sales credit notes/adjustments as required (with approval)
· Send invoices and customer statements; provide copy invoices/supporting documents when requested
· Allocate receipts using Xero bank reconciliation and remittance advice
· Log and pass on customer billing queries/disputes to the Accounts Manager, helping gather the information needed to resolve them
· Monitor A/R ageing and flag overdue or high-risk accounts
Purchase ledger (Xero)
· Set up and maintain supplier records (details, VAT numbers, payment terms)
· Process supplier bills in Xero (accurate dates/references, correct nominal coding, VAT, attachments)
· Match supplier invoices to purchase orders (POs) and check for accuracy (quantities, rates/prices, VAT, and any agreed variations)
· Post supplier credit notes and allocate against bills
· Raise queries on invoice discrepancies and support resolution with suppliers/internal teams
· Assist with payment runs (prepare lists for approval, process payments once approved, send remittances)
· Reconcile supplier statements and chase missing invoices/credits
· Maintain a clear audit trail by attaching documents and relevant correspondence
Credit control (support)
· Run debtor reports and highlight overdue accounts
· Send payment reminders and follow up by email/phone where required
· Keep accurate notes of chases, promises to pay and disputes
· Escalate overdue accounts in line with internal process
Bank, reconciliations & month-end support
· Assist with daily Xero bank reconciliation (supplier payments and customer receipts)
· Support reconciliations of key control accounts (e.g., trade creditors/debtors, clearing accounts)
· Assist with month-end cut-off checks and basic reporting as required
· Support month-end routines, including making payments as required (once approved)
Administration
· General administration as and when required by the Accounts Manager or Director.
What we’re looking for
· Experience in an accounts/admin role involving data entry, processing and reconciliations (purchase ledger and/or sales ledger)
· Comfortable using Xero (or similar accounting software) or willing to learn quickly
· Comfortable working with another system (e.g., Insphire) or willing to learn
· Good understanding of the basics: invoice processing, allocations, nominal codes and VAT treatment
· Strong attention to detail and ability to work to deadlines
· Confident communicator when dealing with suppliers and customers (and good at escalating issues clearly)
· Organised approach to document management and maintaining an audit trail
Nice to have
· Experience in plant hire, construction, logistics, or a fast-paced service business
Pay: £15.00 per hour
Benefits:
- Free parking
- On-site parking
Work Location: In person
