Bookkeeper/Office Admin support

Job Overview

Job Description

Role summary
Terra Global Solutions is seeking an organised, detail-oriented Bookkeeper to manage day-to-day financial records and support accurate, timely reporting. The role is responsible for maintaining the books, processing transactions, reconciling accounts, supporting month-end processes, and ensuring strong financial controls and compliance. In addition, they will be assisting with day-to-day office admin duties.

Reports to: Director / Managing Director
Works closely with: Accountant, Operations, Sales/Admin teams, and external suppliers

Key responsibilities
• Bookkeeping and transaction processing
• Maintain accurate ledgers (sales, purchase, and general ledger) in line with agreed processes.
• Process supplier invoices, staff expenses, and other costs; ensure correct coding and supporting documentation.
• Raise and issue sales invoices (if required) and maintain customer account records.
• Post and allocate receipts and payments; manage credit notes and adjustments.
• Bank, card, and balance sheet reconciliations
• Perform regular bank reconciliations (daily/weekly as required).
• Reconcile credit card and payment platform accounts where applicable.
• Maintain balance sheet schedules and reconcile key accounts (e.g., VAT, payroll control, debtors/creditors, prepayments/accruals).

Accounts payable / receivable support
• Manage supplier payment runs in line with approval processes and payment terms.
• Track aged payables and resolve supplier queries promptly.
• Monitor aged receivables, support credit control, and follow up overdue invoices professionally.
• VAT and compliance support
• Prepare VAT returns and supporting workings (where within remit), ensuring accuracy and deadlines are met.
• Maintain audit-ready records and ensure transactions are supported by appropriate documentation.
• Support compliance with internal policies and external requirements (e.g., Making Tax Digital where applicable).

Month-end and reporting support
• Assist with month-end close activities, including journals (e.g., accruals, prepayments, depreciation) as agreed.
• Produce routine reports (e.g., cashflow, P&L summaries, aged debt/credit, budget vs actual) to agreed timelines.
• Provide clear commentary on variances, anomalies, and data quality issues.
• Process improvement and controls
• Maintain and improve bookkeeping processes, templates, and documentation.
• Identify inefficiencies, duplication, or control gaps and propose practical improvements.
• Support system setup and tidy-up projects (e.g., chart of accounts review, historical cleanup).

Basic office and administrative duties (as required)
• Handle incoming phone calls, take accurate messages, and route queries to the appropriate person.
• Provide a professional first point of contact for customers, suppliers, and other stakeholders.
• Receive, sort, and distribute incoming post; prepare outgoing mail and courier items.
• Liaise with postal and courier services regarding collections, deliveries, tracking, and claims.
• Maintain simple office logs (e.g., post log, call log) and ensure follow-ups are completed.
• Order and monitor office supplies and stationery (where applicable) and keep shared spaces organised.
• Support general admin tasks such as scanning, filing, document formatting, and maintaining digital folders.
• Assist with scheduling (where required), including booking meetings and maintaining shared calendars.

Process improvement and controls
• Maintain and improve bookkeeping processes, templates, and documentation.
• Identify inefficiencies, duplication, or control gaps and propose practical improvements.
• Support system setup and tidy-up projects (e.g., chart of accounts review, historical cleanup).

Communication and stakeholder support
• Respond to finance queries from internal teams and suppliers/customers.
• Liaise with external accountant/payroll provider as needed.
• Maintain confidentiality and handle sensitive financial data appropriately.
Key deliverables
• Accurate, up-to-date books with minimal corrections required at month-end.
• Reconciliations completed on schedule with clear supporting evidence.
• VAT returns and statutory deadlines met with no avoidable penalties.
• Timely, reliable reporting and proactive identification of issues.
• Positive stakeholder feedback and effective query resolution.

Skills and experience
Essential
• Proven experience in a bookkeeping role (in-house or practice).
• Strong understanding of double-entry bookkeeping and core accounting principles.
• Confident with bank reconciliations, supplier/customer ledgers, and journal entries.
• High attention to detail and strong numerical accuracy.
• Strong organisation skills and ability to manage competing deadlines.
• Clear written and verbal communication.
• Discretion and integrity when handling confidential information.

Desirable
• AAT qualification (or equivalent) or qualified by experience.
• Experience preparing VAT returns and working with Making Tax Digital processes.
• Experience supporting month-end close and basic management reporting.
• Experience in a small business/SME environment.
• Experience with multi-currency, projects, or cost centres (if relevant).

Systems and tools
• Accounting software (examples): Xero
• Spreadsheets: strong Excel skills (pivot tables, lookups, basic formulas).
• Document management: SharePoint.
• Communication tools: email, Teams.

Working style and behaviours
• Proactive: spots issues early and suggests solutions.
• Methodical: follows processes and documents work clearly.
• Collaborative: works well with non-finance colleagues.
• Customer-minded: handles queries professionally and promptly.
• Continuous improvement mindset.

Working arrangements (customise as needed)
• Location: Milton Keynes
• Hours: Part-time 10 hours per week
• Contract: Permanent
• Start date: Immediate