Senior Bookkeeper & Back Office Manager (Part time or Full time) - Remote

About the Role

We are seeking an experienced and highly capable Senior Bookkeeper & Back Office Manager to take full ownership of all bookkeeping and administrative operations across three companies. This is a senior, hands-on role requiring precision, independence, and a proactive approach to managing all financial and back-office duties from A to Z.

You will maintain complete and accurate financial records, prepare books up to trial balance, manage client billing and contractor payments, oversee all office utilities and supplier obligations, and ensure the back office functions smoothly without supervision.

This position replaces a long-standing team member of 18 years, so reliability, integrity, and professionalism are essential.

Role Purpose

To independently manage all bookkeeping, financial administration, and operational back-office functions for three companies, ensuring accuracy, compliance, and efficiency. The role requires someone who can work autonomously, take initiative, streamline processes, and maintain a high level of organisation.

Key Responsibilities

1. Senior Bookkeeping (A–Z)

Take full ownership of all bookkeeping tasks for three companies, including:

Daily / Weekly Duties

• Maintain accurate and up-to-date accounting records
• Process all income, expenses, and transactions
• Bank reconciliations across multiple accounts
• Manage accounts payable and accounts receivable
• Review, code, and post supplier invoices
• Create customer invoices and track payments
• Maintain contractor payment records and schedules

Monthly Duties

• Prepare monthly financial summaries for management
• Reconcile balance sheet accounts
• Reconcile intercompany transactions
• Manage accruals and prepayments
• Produce management-ready bookkeeping information

Quarterly / Annual Duties

• Prepare books fully up to trial balance
• Assist external accountants with VAT returns, statutory filings, and year-end accounts
• Provide all reconciliations, documentation, and financial reports required for compliance

2. Billing, Invoicing & Contractor Payments

• Create, review, and issue invoices to clients
• Monitor receivables and follow up on overdue invoices
• Process weekly and monthly contractor/supplier payments
• Validate contractor hours, purchase orders, and agreements before payment
• Maintain payment schedules and ensure accuracy

3. Financial Coordination & Compliance

• Liaise with external accountants for VAT, payroll (if applicable), and year-end
• Provide reconciliation reports, ledgers, statements, and documentation
• Ensure accurate record-keeping for all three companies
• Manage financial files, digital archives, and compliance documentation

4. Operations & Back Office Management

Office, Utilities & Supplier Administration

• Manage water, electricity, council tax, and office utilities
• Handle recharging these costs back to clients and maintaining logs
• Manage supplier accounts, contracts, and renewals
• Oversee general office operational responsibilities

Post & Email Management

• Manage physical post or digital postal services
• Monitor shared inboxes and respond professionally
• Handle queries from clients, suppliers, and contractors
• Prioritise urgent and time-sensitive matters

Documentation & Workflow

• Maintain organised digital filing systems across all companies
• Prepare and update administrative templates, logs, and checklists
• Implement process improvements to increase efficiency

5. Independent Oversight (A Role of Full Responsibility)

This role requires someone who can:

• Work independently without daily management
• Identify what needs to be done and take action proactively
• Solve problems before they escalate
• Improve processes rather than simply follow them
• Exercise professional judgement in all financial and administrative matters

The successful candidate will be the backbone of the organisation’s financial and operational functions.

Requirements

Experience & Skills Required

Essential

• Minimum 5 years of experience in senior bookkeeping
• Proven ability to prepare books up to trial balance independently
• Strong proficiency in accounting software (Xero, QuickBooks, Sage, or equivalent)
• Excellent understanding of bookkeeping best practices
• Experience managing AP, AR, reconciliations, journals, accruals, prepayments
• Ability to manage a multi-company workload
• Strong administrative and organisational skills
• Confidence communicating with suppliers, contractors, and accountants
• High attention to detail and accuracy
• Ability to work autonomously without supervision

Preferred

• Experience working with small-to-medium sized businesses
• Experience in multi-entity accounting
• Understanding of international business operations (UK & EU)
• Experience supporting EOR/PEO, recruitment, or consulting organisations (helpful but not essential)

Personal Qualities

• Highly reliable and trustworthy
• Methodical and detail-oriented
• Proactive and self-driven
• Calm and professional under pressure
• Strong problem-solving and critical-thinking skills
• Able to manage competing priorities effectively
• Excellent communicator with a positive attitude

Benefits

What We Offer

• Competitive salary
• Remote working with flexibility
• Long-term role security and stability
• Full ownership and autonomy over your responsibilities
• Supportive leadership and a collaborative environment
• Opportunity to shape and streamline finance processes