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Finance Administrator
Based in Kingston Upon Thames area
Salary: £25,000 per annum
Full time office-based permanent role

We are looking for an experienced Finance Administrator to join our clients fast- growing business. The role will support the Management Accountant by ensuring timely and accurate completion of payable and receivable bookkeeping duties, completing bank reconciliations and posting expenses.

Key Responsibilities

Accounts Receivable

• Onboarding new customers and carrying out relevant due diligence checks on new customers.
• Entering customer orders from PO received from Order Processing team, preparing Sales invoices in QuickBooks, ensure these are checked and approved and emailed to customer.
• To include both wholesale, private client and brand owner sales invoices.
• Preparing and posting invoices for receipts received through online channel Shopify and Amazon into bank account. Notifying the Order Processing team.
• Perform credit control duties by proactively following up on overdue invoices, liaise with internal departments to resolve any queries and maintaining record of credit control activity.

Accounts Payable

• Onboarding new suppliers and carrying out relevant due diligence.
• Entering supplier invoices in QuickBooks and emailing the invoices for approval.
• Submit all invoices for approval and follow up on distributed invoices so these can be paid on time.
• Reconciliation of supplier account statements.
• Monthly sales stock reconciliation- QuickBooks and Database.
• Updating alcohol excise submission sheet
• To assist in quarterly returns
• Updating internal costs tracker for each client, and process the invoice, including event cost reconciliation.
• Preparing staff expenses for payment
• Ensure all expenses have relevant receipts/ invoices submitted and are approved and posted in QuickBooks.
• Ensure all recharges to brands are correctly included in the chargeback sheets.

Other duties

• Assisting Management Accountant with ad-hoc administrative duties and preparing yearly accounts.
• Updating product information and pricing in accounting software for new products and other product changes.
• Managing the Accounts email inbox: monitor and address incoming emails in the Accounts Inbox.
• Updating Brand Owners PO exchange rates in the Database to the
  • Exchange rate applied to the invoice posted.
  • Exchange rate applied to payment.
• Bank reconciliations and updating cashflow.
• Reconciling credit card statements
• Ensure all expenses have valid back up receipts with VAT and posting the journal in QuickBooks.
• Preparing the missing receipts report.
• Ensure all recharges to brands are correctly included in the chargeback sheets.

Person Specification

• This role is for someone who has a good foundation of knowledge and expertise and has ambition to progress in their career within a SME
• Previous experience in a bookkeeping role
• Thorough understanding of the UK VAT system
• Previous experience with QuickBooks accounting system
• Experience within the alcohol industry preferred but not essential. – terminology, import requirements and excise submission.
• Strong IT Literacy – specifically very strong excel skills.
• Ability to work on own initiative, organise and prioritise
• Excellent attention to detail and be extremely well-organised
• Ensuring high standards are maintained and every detail covered.
• A proactive, positive can-do attitude and enjoy a challenge.
• Excellent communication skills for building relationships both internally and with external clients
• A desire to work within a smaller company, champion a role and grow within the company into more senior positions.
• Ability to think on their feet and be reactive. We need someone with a can-do attitude and be a strong team player within a dynamic team and fast-paced environment – no two days are the same!