On The Spot Broker Ltd is a fast-growing customs brokerage operating across the UK, France, the Netherlands and Poland. We process thousands of customs declarations every month for transport and logistics companies across Europe. We are looking for a detail-driven person to take full ownership of our invoicing and accounts receivable, a key, trusted role at the centre of the business.
This is a solo-responsibility position, not part of a large finance team. You will run the billing cycle end to end, working directly with the Managing Director and our external accountants. If you like structured, independent work with documents and numbers, and you take pride in getting details exactly right, this role will suit you.
What you will do:
- Raise sales invoices in QuickBooks Online for customs jobs (imports, exports, T1 transits) according to each customer's agreed price list, and send them to clients by email
- Monitor payments and chase overdue invoices: reminders, payment demands and, as a last resort, referral to our debt collection partner
- Record and allocate incoming payments across our bank accounts (Wise, Revolut, NatWest), process refunds of overpayments, and make sure clients pay in the correct invoice currency (GBP/EUR)
- Issue corrections and credit notes; fix payer details, VAT/NIP numbers and account assignments
- Release customs documents to clients only after payment is confirmed (for prepaid accounts)
- Set up new customers in QuickBooks and keep bank transactions categorised and tidy
- Work with our external accountants at month-end: missing purchase invoices, bank statements, resolving discrepancies
- Communicate with clients in Polish and English on all billing matters
What we are looking for:
Essential:
- Fluent Polish and good written English (most clients are Polish; some correspondence is in English)
- Strong attention to detail, this role is about accuracy with money, currencies and customer accounts
- Confident with Excel and comfortable learning new systems quickly
- Organised, self-sufficient and able to manage your own workload without daily supervision
- Comfortable politely but firmly chasing overdue payments
- Right to work in the UK; able to commute to our Staines-upon-Thames office daily
Desirable (not required, full training provided):
- Experience with QuickBooks, Xero, Sage or similar accounting software
- Previous experience in invoicing, accounts receivable, credit control or bookkeeping
- Experience in logistics, transport or freight
What we offer:
- 28,000 to 32,000 GBP depending on experience
- A genuinely responsible role with direct impact, you own the receivables of the business
- Full training on our systems and processes; documented handover and procedures
- Small, friendly international team; direct access to the Managing Director
- Modern office in Staines-upon-Thames, close to Heathrow, with parking
- 28 days holiday including bank holidays
- Long-term stability in a growing company
How to apply:
Apply with your CV via Indeed. Shortlisted candidates will be invited to a short interview, which includes a brief practical exercise (checking sample invoices for errors, no accounting qualifications needed, just sharp eyes).
We review applications as they arrive and may close the advert early.
Pay: £28,000.00-£32,000.00 per year
Benefits:
Ability to commute/relocate:
- Staines-upon-Thames TW18 4HR: reliably commute or plan to relocate before starting work (required)
Application question(s):
- Answer in Polish, 4–5 sentences:
Klient otrzymał fakturę na 850 EUR, ale zapłacił 850 GBP na inne konto. Twierdzi, że "przecież zapłacił" i żąda wydania dokumentów celnych. Co robisz krok po kroku i co piszesz klientowi?
- Answer in Polish, 4–5 sentences:
Dzwoni klient, który twierdzi, że dostał wezwanie do zapłaty za fakturę, którą opłacił miesiąc temu. Jednocześnie masz do wystawienia 20 faktur za wczorajsze odprawy. Od czego zaczynasz i dlaczego?
- Where do you live, how long would your commute to Staines TW18 4HR take, and how would you travel?
- Tell us about one previous role where you stayed at least 2 years. What were your daily responsibilities, and why did you stay?
- Paste the URL of your LinkedIn profile. If you do not have LinkedIn, give us the name, role, company and email address of one professional referee from your most recent job — someone we could contact directly to verify your work history.
Language:
Work Location: In person
