Accounts Administrator

Department: Finance / Accounts

Reports to: Finance Manager / Senior Management

Employment Type: Full-time

About the Role

We are looking for a highly organised and detail-focused Accounts Administrator to join our finance team.

The successful candidate will provide day-to-day accounts administration across four subsidiary companies, ensuring financial information is accurately recorded, checked and processed in a timely manner.

This role will involve working across multiple company accounts and projects, so a strong eye for detail, good organisational skills and the ability to manage competing priorities are essential.

Key Responsibilities

Credit Card Reconciliations

• Reconcile company credit card transactions against receipts and supporting documentation.
  
• Check receipts for accuracy, completeness and appropriate business expenditure.
  
• Follow up on any missing receipts or discrepancies.
  
• Ensure transactions are correctly allocated to the relevant company, project and accounting category.
  

Timesheet Processing

• Receive and process employee and subcontractor timesheets.
  
• Input timesheet information accurately onto the payroll spreadsheet.
  
• Check timesheets for completeness and accuracy before processing.
  
• Allocate labour costs to the correct projects within QuickBooks.
  
• Identify and resolve any discrepancies or missing information with the relevant project managers or employees.
  
• Maintain accurate records to support payroll and project cost reporting.
  

Supplier & Subcontractor Invoices

• Process supplier and subcontractor bills through Dext and into QuickBooks.
  
• Carry out the relevant checks before invoices are processed, including:
  • Checking delivery notes have been received against the correct purchase order.
    
  • Correct supplier/subcontractor details.
    
  • Invoice date and number.
    
  • VAT treatment and calculations where applicable.
    
  • Correct company allocation.
    
  • Correct project/job allocation.
    
  • Appropriate supporting documentation and authorisation.
    
  • Checking for duplicate invoices.
    
• Ensure invoices are accurately coded and recorded in QuickBooks.
  
• Liaise with suppliers, subcontractors and internal staff where clarification or additional information is required.
  

General Accounts Administration

• Provide general administrative support to the finance function across all four subsidiary companies.
  
• Maintain accurate and organised financial records.
  
• Assist with account reconciliations and resolving discrepancies.
  
• Ensure financial information is entered accurately and within required deadlines.
  
• Support the Finance Manager with other accounting and administrative duties as required.
  
• Maintain confidentiality when handling financial and payroll information.
  

Requirements

Key Skills & Experience

The successful candidate will ideally have:

• Previous experience in an accounts administration or finance administration role.
  
• Experience in the construction industry is desirable. 
  
• Good understanding of basic accounting processes.
  
• Experience processing invoices and financial transactions.
  
• Strong attention to detail and accuracy.
  
• Good organisational and time-management skills.
  
• Ability to work across multiple companies and projects.
  
• Experience with QuickBooks would be advantageous.
  
• Experience with Dext would be advantageous.
  
• Good Excel/spreadsheet skills.
  
• Ability to identify discrepancies and resolve issues proactively.
  
• Good communication skills and the confidence to liaise with colleagues, suppliers and subcontractors.
  
• Ability to work independently while also being an effective member of the wider finance team.
  

Personal Attributes

We are looking for someone who is:

• Accurate and methodical – takes pride in maintaining accurate financial records.
  
• Organised – able to manage information across four separate companies and multiple projects.
  
• Reliable – able to meet deadlines and manage regular finance processes.
  
• Proactive – confident in identifying and resolving discrepancies rather than simply processing information.
  
• Confidential and trustworthy – understands the importance of handling financial and payroll information appropriately.
  
• A good communicator – comfortable working with colleagues, suppliers, subcontractors and management.
  
• Flexible – willing to support the wider finance function as required.
  

Systems

The role will involve regular use of:

• QuickBooks
  
• Dext
  
• Microsoft Excel / Microsoft Office
  
• In-house system called Joblogic
  

Key Objective of the Role

To ensure that financial, payroll and project-related information is accurately checked, processed and recorded across the business and its four subsidiary companies, providing reliable information to support the wider finance and management functions.

Hours & Salary

Hours: 40 hours, Monday to Friday

Holiday: 20 days holiday plus bank holidays