Company Overview
MS Webb & Co Limited is a specialist commercial security and void property management company, supporting clients across the UK with professional, compliant and responsive services. Our teams work closely with property owners, managers and agents to protect assets, manage risk and deliver high-quality site management. As a growing, service-led business, we place strong emphasis on reliability, integrity and clear communication, both with our clients and within our internal teams.
Job Overview
We are seeking a detail-oriented and organised Accounts Administrator to join our finance team. The successful candidate will be responsible for maintaining accurate financial records, processing transactions and supporting the overall financial operations of the organisation. This role is ideal for an individual with strong experience of accounting software and a keen eye for detail who wants to develop their career within finance administration.
Key Responsibilities
Core finance administration
- Manage accounts payable and receivable processes efficiently and accurately.
- Prepare and process sales and purchase invoices using Xero, ensuring correct coding to jobs, sites or contracts.
- Reconcile bank statements and ensure all transactions are correctly recorded and supported by appropriate documentation.
- Process and verify staff expense claims and company credit card/petty cash transactions, ensuring receipts and approvals are in place.
- Assist with preparation of regular financial reports (e.g. aged debtors/creditors, outstanding purchase orders, basic cashflow or revenue summaries) for management.
- Support month-end and year-end closing procedures, including reconciliations and preparation of schedules for external accountants.
- Maintain organised financial records and documentation, including purchase orders, contracts and audit evidence, in line with company policies.
Billing and recurring invoicing
- Create, amend and terminate recurring invoices for sites with ongoing monthly security services (such as monitored alarms, CCTV and barriers), ensuring each invoice is accurately coded.
- Roll recurring invoices over each month, assessing each invoice individually to reflect changes to services or additional work completed during the period.
- Diarise and record known changes to future months’ invoices to ensure billing remains accurate and up to date.
- Raise and issue month-end invoices on the last working day of the month, attaching task completion sheets, submitting for internal checking and then sending to clients.
- Request and chase purchase order numbers promptly (via Xero, email, Dwellant or eLogbooks) to support timely payment of invoices.
- Raise reactive/ad hoc invoices throughout the month for additional or one-off services.
Compliance, audit and communication
- Support internal and external audits by collating required documentation, responding to routine auditor queries and tracking follow-up actions.
- Act as first point of contact for routine billing queries from clients and suppliers, resolving issues or escalating to senior finance/commercial staff as needed.
- Monitor outstanding payments, follow up on overdue accounts and keep internal stakeholders updated on debtor positions.
- Liaise with internal departments (operations, HR and commercial) to ensure financial data is accurate and aligned with contracts, timesheets and service delivery records.
- Manage personal and shared accounts email inboxes, responding to ad hoc finance queries and billing requests and escalating where necessary.
Requirements
- Proven experience with accounting software, ideally Xero (experience with Sage or QuickBooks also beneficial).
- Experience with BigChange (or similar field service/job management platforms) would be advantageous.
- Strong understanding of accounts payable/receivable procedures and financial record keeping.
- Excellent organisational skills with a high level of attention to detail.
- Ability to work independently and as part of a team in a fast-paced environment.
- Good communication skills, both written and verbal, with a professional telephone and email manner.
- Prior experience in an administrative or finance role is desirable but not essential.
- A recognised qualification in accounting or finance is advantageous but not essential.
What We Offer
- A supportive and collaborative working environment within a growing business.
- Opportunity to develop your career in finance administration, with exposure to a wide range of financial processes.
- Training on our systems and procedures, including Xero, BigChange and internal operational platforms.
Pay: £28,000.00-£32,000.00 per year
Benefits:
- Company pension
- Employee mentoring programme
- Health & wellbeing programme
- On-site parking
Work Location: In person
