London, UK
Bookkeeper and office manager
at Roger Mears Architects
Roger Mears Architects is seeking a bookkeeper and office manager to join its team in London.
Roger Mears Architects are looking for a part-time bookkeeper and office manager with experience, ideally with an architectural practice.
We are an established London-based practice, with a growing portfolio of work across a diverse range of sectors, with a team of hands-on partners and skilled architects. This role involvement in multiple aspects of the business, from general admin and PR tasks to HR, marketing, finance and operations.
Objectives
Working closely with the partners, this role will be instrumental in ensuring the smooth running of the practice, coordinating different aspects of the business, developing new systems and processes, identifying areas for improvement and helping the Practice in achieving our growth plans.
Role and responsibilities – financial/bookkeeping:
- bookkeeping using Xero cloud-based software
- day to day accounting duties
- monitoring and responding to queries related to invoices and accounts
- create and issue client invoices
- processing of receipts
- monitoring and responding to queries related to invoices and accounts
- review and collections of account receivables
- expense and cash reconciliations
- help with purchase and ledger reports and budgets
- bank reconciliations
- employee expense review
- government remittances
- timesheets review and follow-up
- monthly reports of project revenue, expense and earnings
- provide monthly financial updates and reports to partners
- working with accountants for end of year accounts
- any other finance and bookkeeping tasks, as required
Role and responsibilities – office management:
- receptionist duties
- monitoring weekly staff timesheets and monthly expenses
- studio maintenance including liaising with suppliers and ensuring office supplies and resources available to staff
- general studio admin including managing IT, insurance, supplier contracts etc.
- carry out staff induction, including login/email for new staff, set up new staff on Outlook, email signature, printer/server network
- laise with IT Consultants, suppliers, Project management software Noveos
- assist partners with organisation of meetings for monthly office and partners meetings, and quarterly Marketing Strategy review
- ensure the practice complies with statutory obligations including health and safety
- programming CPDs and training
- updating of business manual
- manage all HR functions including project resourcing, monitoring timesheets, annual leave and absences and recruitment and onboarding activities.
- ensuring full PA service is provided to partner(s)
- ensuring all projects comply with Noveos
- staff social arrangements coordinate if required
- managing marketing strategies, such as updating website, social media accounts, etc.
Qualification and skills:
- at least three years’ bookkeeping experience
- Xero experience minimum one year
- working knowledge of Microsoft Word, Excel and Outlook is essential
- a good understanding of cloud-based apps and online systems
- knowledge of project management software is advantageous; Noveos knowledge would be very advantageous
- an excellent telephone manner and good spoken English
- excellent organisational skills
- proactive, and have an ability to work under pressure and to deadlines
- ability to maintain confidentiality of clients/projects
- dealing with varying visitors & callers in a friendly and professional manner with tact and diplomacy when required
- keen interest or knowledge of HR and marketing will be advantageous
- UK experience, advantageous if at an architectural practice
Location and hours
Our office is located inside the vibrant Grade I listed Union Chapel, very close to Highbury and Islington tube station. We are a family-friendly practice and are fully set up for remote working and can discuss flexible working hours if this is suitable.
Part-time position, three days per week to start; this could be split over the week.
Job type: permanent
Salary: £30k – £35k pro-rata, or dependant on experience.
We regret that due to the number of applications we will only be able to contact shortlisted candidates.
No agencies, please.