Bookkeeper with Administrative Support

Job Description

This is a remote position.

Bookkeeper with Administrative Support – Growing Automation Company | Remote | Flexible GMT Hours

Role Name :   Bookkeeper with Administrative Support

Schedule :   Part-time (20 hours per week) flexible morning or afternoon blocks within GMT timezone

Client Timezone :   GMT (United Kingdom)

Client Overview :   A specialized automation installation company that brings warehouses and distribution centers to life with conveyor systems and machinery. They work with a dynamic network of 5-40 subcontractors depending on project demands, creating an exciting, project-based environment where your financial expertise directly impacts operational decisions and business growth.

Job Description :   You’ll be the financial backbone of a growing automation company, transforming chaotic contractor invoices and project expenses into clear, actionable insights. This isn’t just data entry – you’ll help leadership understand their true profitability, optimize project costs, and make smarter business decisions. With direct access to management and the flexibility to shape processes, you’ll see the immediate impact of your work on a company that’s scaling thoughtfully.

Responsibilities :

• Process and verify invoices from 5-40 subcontractors, ensuring accuracy and flagging discrepancies
• Manage company mailbox, routing business inquiries and organizing contractor communications
• Reconcile Xero transactions including credit cards, bank accounts, and project allocations
• Chase outstanding invoices from hotels and vendors, including strategic phone outreach
• Transform RFQ data into professional Excel-based quotes and Canva presentations
• Track project costs across multiple expense categories to optimize day-rate pricing
• Provide weekly or fortnightly financial reviews showing profit / loss trends
• Maintain organized filing systems and ensure smooth quarterly VAT preparation support
• Identify cost-saving opportunities and operational inefficiencies through data analysis
• Support business growth by establishing scalable financial processes

Requirements

Requirements :

You bring solid Xero experience and advanced Excel skills for complex data manipulation. Strong communication abilities for vendor follow-up and attention to detail for accurate project cost allocation are essential. Experience with invoice reconciliation and accounts payable processes will set you up for success. Bonus if you have experience with project-based accounting, Canva design tools, or working with construction / installation companies. It helps if you’re comfortable making phone calls and enjoy problem-solving with incomplete information.

Why Join This Team? :

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Requirements

Responsibilities : Process and verify invoices from 5-40 subcontractors, ensuring accuracy and flagging discrepancies Manage company mailbox, routing business inquiries and organizing contractor communications Reconcile Xero transactions including credit cards, bank accounts, and project allocations Chase outstanding invoices from hotels and vendors, including strategic phone outreach Transform RFQ data into professional Excel-based quotes and Canva presentations Track project costs across multiple expense categories to optimize day-rate pricing Provide weekly or fortnightly financial reviews showing profit / loss trends Maintain organized filing systems and ensure smooth quarterly VAT preparation support Identify cost-saving opportunities and operational inefficiencies through data analysis Support business growth by establishing scalable financial processes Requirements Requirements : Strong experience with Xero accounting software Advanced Excel proficiency for data entry and cost tracking Email management and organizational skills Experience with invoice reconciliation and accounts payable processes Strong communication skills for vendor follow-up and invoice chasing Attention to detail for accurate cost allocation to projects Ability to work independently in a remote environment Availability to work within GMT time zone (flexible morning or afternoon schedule) You bring solid Xero experience and advanced Excel skills for complex data manipulation. Strong communication abilities for vendor follow-up and attention to detail for accurate project cost allocation are essential. Experience with invoice reconciliation and accounts payable processes will set you up for success. Bonus if you have experience with project-based accounting, Canva design tools, or working with construction / installation companies. It helps if you’re comfortable making phone calls and enjoy problem-solving with incomplete information. Why Join This Team? : Direct impact on business decisions with weekly financial reviews going straight to leadership Flexible GMT scheduling – choose morning or afternoon blocks that work for your life Growth potential from part-time to full-time as the company scales Modern tech stack including Xero, Excel, and Canva with secure remote access Small team environment where your expertise shapes processes and strategy Project variety keeps the work interesting with different contractors and cost structures