Accounts & Office Assistant

Arctic Services; United Kingdom; On-site; GBP 25,000 - 30,000; Full time

Job summary

A refrigeration and air conditioning company is seeking an organised Accounts & Office Administrator to manage daily administration and financial record-keeping. The role involves handling accounts payable and receivable, supporting employee expense claims, and acting as the first point of contact for clients. Candidates should have experience in an administrative role and proficiency in accounting software. This full-time position offers a competitive salary and a supportive work environment.

Benefits

Competitive salary

Supportive work environment

On-the-job training

Free on-site parking

Company events

Qualifications

• Previous experience in an accounts/administration role, ideally within a service or trade business.
• Proficiency in accounting software and Microsoft Office.
• Strong attention to detail and organisational skills.

Responsibilities

• Manage accounts payable and receivable, ensuring invoices are processed accurately.
• Reconcile bank accounts and credit card statements.
• Act as the first point of contact for incoming calls and e‑mails.

Skills

Experience in accounts/administration

Proficiency in accounting software

Attention to detail

Excellent communication skills

Ability to prioritise workload

Proactive approach

Tools

Xero

QuickBooks

Sage

Microsoft Office

Job description

Accounts & Office Administrator

Arctic Services Ltd are a well‑established small‑to‑medium sized refrigeration and air conditioning company based in Waltham Abbey, Essex. We provide installation, servicing, and maintenance solutions to a wide range of clients. Our team is growing, and we are looking for an organised and proactive Accounts & Office Administrator to join us and help keep our operations running smoothly.

Role Overview

The Accounts & Office Administrator is an integral position in our office, managing day‑to‑day administration and ensuring accurate financial record‑keeping. This is a varied and hands‑on role, perfect for someone who enjoys working in a close‑knit team and taking ownership of their responsibilities.

Key Responsibilities

Accounts Duties

• Manage accounts payable and receivable, ensuring invoices are approved/queried and processed accurately and on time
• Reconcile bank accounts and credit card statements
• Prepare and send client invoices, chase outstanding payments
• Support employee expense claims
• Assist with month‑end and year‑end financial reporting

Office Administration

• Act as the first point of contact for incoming calls and e‑mails
• Maintain and update company records and filing systems
• Log jobs on our job management system
• Order and manage office supplies
• Liaise with suppliers and contractors as required
• Support the management team with ad‑hoc administrative tasks

Key Skills & Experience

• Previous experience in an accounts/administration role (ideally within a service or trade business)
• Proficiency in accounting software (e.g. Xero, QuickBooks, or Sage) and Microsoft Office (Excel, Word, Outlook)
• Strong attention to detail and organisational skills
• Excellent communication skills, both written and verbal
• Ability to prioritise workload and work independently
• A proactive and flexible approach with a willingness to get involved in all aspects of the business

What We Offer

• Competitive salary based on experience
• Supportive and friendly work environment
• Opportunity to take ownership of the role and contribute to company growth
• On‑the‑job training and development opportunities
• Free on‑site parking
• Company events

Seniority level: Entry level

Employment type: Full‑time

Job function: Administrative