Bookkeeper

About This Opportunity

Our talent team at Get A Job.ai is representing a confidential London-based events and production company seeking a meticulous Bookkeeper to establish robust day-to-day finance operations. This is a part-time, permanent or contract role working 3 days per week in London.

This position offers a unique opportunity to build order from the ground up. The first 90 days involve clearing a documented backlog and implementing project-based financial controls—after which you'll run a well-defined finance function inside a structured framework you helped create.

The role requires full office presence for the first three months to facilitate real-time collaboration during the clean-up phase. From month four onward, one day per week becomes remote once agreed targets are being met.

Responsibilities

Purchase orders and supplier ledger:

• Match supplier invoices to purchase orders in Xero manually—this control prevents overpayment
• Enforce the purchase order rule: commitments of £500+ require a PO; invoices without PO numbers return to suppliers
• Reconcile supplier statements monthly against the purchase ledger to catch duplicate invoices and payments
• Maintain accurate aged creditor positions

Reconciliation and project coding:

• Complete bank and card reconciliations within 48 hours, including business card spend against Xero tracking categories
• Match every reconciled line to source documentation—raise exceptions rather than guessing
• Code every transaction to the correct project code and tracking category; chase colleagues when codes are missing
• Keep suspense and uncoded accounts at nil by month-end
• Produce weekly untagged-spend reports by spender and drive to zero

Receipts and VAT recovery:

• Chase and capture missing receipts to a 98% target for VAT reclaim purposes
• Flag transactions missing VAT treatment where suppliers are VAT-registered
• Prepare VAT return workings for external accountants who handle submission

Sales invoicing and debtors:

• Raise client invoices within 48 hours of billing triggers, coded to projects
• Run consistent debtor-chasing cycles and maintain aged debtor positions
• Match incoming receipts to correct invoices and contacts
• Keep sales invoice sequencing clean with recorded reasons for voided or reissued invoices

Payroll preparation:

• Prepare payroll data and submit to external payroll provider ahead of deadlines
• Post payroll journals to Xero monthly
• Confirm payroll account funding before each run

Month-end close and compliance:

• Run monthly close to published working-day deadlines with accruals, journals, and period locks
• Maintain supporting schedules for every accrual (supplier, event, date of work)
• Maintain statutory deadline register and flag VAT, PAYE, corporation tax, and Companies House filings in advance
• Keep records audit-ready for external accountants

The first 90 days—building the foundation:

• Days 1–30: Learn project-code structure, take over reconciliation, receipt capture, PO matching, and launch weekly untagged reports
• Days 31–60: Clear untagged backlog, assume sales invoicing, debtor chasing, payment matching, and payroll preparation
• Days 61–90: Run full month-end close with zero suspense, scheduled accruals, and reconciled supplier statements—making per-project cost data reportable

What We're Looking For

Essential:

• Proven bookkeeping experience with Xero to a high standard—tracking categories, purchase orders, bank rules, manual journals
• Routine experience with purchase-order matching and supplier statement reconciliation
• Strong reconciliation, coding, and purchase-ledger discipline
• Experience preparing payroll data for external providers and posting payroll journals
• Comfortable working in a defined control structure where you prepare and others approve
• Reliability over ambition—the value of this role is that nothing is ever late or missing

Nice to have:

• Project-costing or job-costing background in agency, events, production, construction, or similar industries where the job is the unit of profit
• Multi-currency invoicing and foreign supplier payment experience
• Familiarity with Dext, Revolut Business, or similar expense capture tools
• Experience cleaning up a ledger rather than only maintaining a tidy one

Working style:

• Meticulous and proactive on receipts, purchase orders, and debtors—chasing people is part of the job
• Willing to raise questions when something doesn't look right—unexplained numbers are questions, not rounding differences
• Discreet and trustworthy with company finances
• Organised to deadline without needing to be chased

Performance measures:

• Bank and card reconciliations current within 48 hours, every week
• Receipt capture with correct project coding at 98%
• Supplier invoices matched to PO at 100% with same-day escalation of exceptions
• Untagged transactions at zero each week-end
• Sales invoices raised within 48 hours of trigger at 95%+
• Month-end close completed to deadline with nil suspense and scheduled accruals
• Payroll data submitted, journals posted, accounts funded ahead of deadline every cycle
• Statutory deadlines flagged in advance with zero missed

How We Work With You

When you apply through Get A Job.ai, one of our specialist recruiters will screen your application and arrange an initial conversation to understand your bookkeeping background and project-costing experience. We'll discuss your proficiency with Xero, your approach to reconciliation discipline, and your comfort level with backlog clean-up work.

If there's a strong fit, we'll submit your profile to our client for consideration. Throughout the process, we act as your advocate and main point of contact. Please do not contact the client directly—all communication flows through our team to ensure a professional, coordinated process.

Pay

This part-time role (3 days per week) is offered on either a permanent or contract basis. For permanent positions, the pro-rata salary is £18,000–£20,500 based on an FTE equivalent of £30,000–£34,000. For contract arrangements, the day rate is £150–£200.

Equal Opportunity

Get A Job.ai is committed to inclusive recruiting practices. We welcome applications from candidates of all backgrounds and ensure fair consideration throughout our process.