We are looking for an organised, detail-oriented Accounts & Administration Assistant to join our team. This role is primarily focused on finance and business administration, supporting the smooth running of our accounts processes and maintaining accurate business records.
You'll spend most of your day managing financial administration, data entry, reconciliations, and employee timekeeping records. From time to time, you may also provide support to our operations team during periods of holiday or sickness absence.
This role would suit someone who enjoys working through a structured workload, takes pride in accuracy, and is looking for a position that offers flexibility around working hours. We are open to discussing a schedule that works around key school hours, provided core business requirements are met.
Key Duties Include
Finance & Accounts Administration
- Invoice Processing: Process sales and supplier invoices daily into QuickBooks, ensuring pricing matches our internal systems accurately.
- Statements & Matching: Match supplier invoices to delivery notes and reconcile supplier statements against QuickBooks, investigating and resolving any discrepancies.
- Payment Runs: Prepare monthly supplier payment runs, ensuring invoices are correctly matched and payments are set up securely on our banking platform.
- Reconciliations: Complete weekly PayPal reconciliations and support the Finance Manager with stock reconciliations and variance investigations.
- Data Management: Maintain customer, supplier, product, and pricing records across QuickBooks and internal systems.
- Timekeeping Administration: Manage employee clocking-in and attendance records, ensuring data is entered accurately, discrepancies are investigated, and information is maintained for payroll processing.
- Reporting & Record Keeping: Produce and maintain accurate administrative records, reports, and supporting documentation.
General Administration
- Office Administration: Handle incoming phone calls, manage shared inboxes where required, upload delivery documentation and photos, and maintain organised digital filing systems.
- Communication: Liaise professionally with suppliers, service providers, customers, and internal teams to ensure information is accurate and up to date.
- Administrative Support: Assist with ad hoc administrative tasks to support the wider business.
Operations & Logistics Support (Holiday and Sickness Cover)
While not a core part of the role, you may occasionally provide support to the operations team during holiday periods or unexpected absences. This may include:
- Maintaining delivery and logistics trackers.
- Supporting stock administration and pallet documentation.
- Assisting with retailer portal bookings and delivery paperwork.
- Booking hauliers and raising purchase orders.
- Managing shipping and customs documentation.
About you
- Previous experience in an accounts, finance administration, payroll administration, or general office administration role.
- Experience using accounting software such as QuickBooks or Xero.
- Strong data entry skills with excellent attention to detail and accuracy.
- Confidence working with spreadsheets and business systems.
- Good numerical and organisational skills.
- Ability to manage confidential information appropriately.
- Strong communication skills and a proactive approach to problem-solving.
- Experience managing timekeeping, attendance, or payroll-related administration would be advantageous.
- Familiarity with logistics administration or supermarket retailer portals would be beneficial but is not essential.
What we offer
- Flexible working hours with the potential to work around school hours, making the role particularly attractive to parents or carers.
- A varied administration role with a strong focus on accounts and business support.
- Friendly and supportive working environment.
- Opportunity to develop your skills across finance, administration, and wider business operations.
- 28 days of holiday (including bank holidays)
- Eligibility to join the company pension scheme after 3 months
- Health insurance after two years of service
Pay: From £12.75 per hour
Work Location: In person
