Office Manager and Bookkeeper

Reed; West Byfleet; On-site; GBP 30,000 - 40,000; Part time

Job summary

Reed in Byfleet is seeking an experienced Office Manager and Bookkeeper for a part-time role (20 hours per week). The position combines bookkeeping with office admin, HR support, and supplier management to keep daily operations running smoothly.

Key duties include bookkeeping with Xero, payroll processing, VAT and year-end tasks, invoicing, cashflow reports, contract administration, health and safety, GDPR, and liaising with accountants and suppliers.

Qualifications

• Experience in bookkeeping and office management.
• Proficient in Xero Accounting and Excel.
• Payroll administration experience.
• Highly organized with attention to detail.
• Strong communication with suppliers and staff.
• Proactive and able to work independently.

Responsibilities

• Manage day-to-day bookkeeping using Xero.
• Process invoices and statements; reconcile accounts.
• Prepare VAT returns and year-end accounts; payroll and PAYE.
• Handle banking, payments, and cashflow reporting.
• Oversee HR admin, contracts, holidays, and pay reviews.
• Coordinate admin and supplier relationships.

Skills

Bookkeeping

Office management

Payroll administration

Excel

Attention to detail

Communication

Tools

Xero Accounting

Paycircle

Job description

Office Manager and Bookkeeper

PART TIME - 20 hours a week

Location: Byfleet
Salary: £30,000 - £40,000 Full time equivalent

About the Role

I am recruiting for a highly organised and proactive Office Manager / Bookkeeper to join my clients team. This is a varied and hands-on role that combines bookkeeping, finance administration, HR support, and overall office management responsibilities.

The successful candidate will play a key role in ensuring the smooth day-to-day running of the business while maintaining accurate financial records and supporting senior management across multiple areas.

Key Responsibilities

Finance & Bookkeeping

• Manage day-to-day bookkeeping using Xero Accounting software.
• Process purchase invoices and sales invoices.
• Produce customer statements and reconcile accounts.
• Post and reconcile company credit card and petty cash transactions.
• Prepare financial information for accountants, including VAT returns, year-end accounts, payroll, PAYE, Corporation Tax, and other tax requirements.
• Maintain online banking activities including supplier payments, subcontractor payments, employee expenses, salary payments, and transfers.
• Set up and monitor direct debits and regular payments.
• Produce weekly cashflow forecasts and expenditure reports.

Payroll Administration

• Submit employee hours to the payroll provider each month.
• Run and distribute payroll reports using Paycircle software.
• Upload and manage workplace pension contributions.
• Ensure PAYE payments are made accurately and on time.

Office Management

• Support HR administration, including contracts, holidays, and pay reviews.
• Manage utility, telecoms, broadband, and mobile service contracts, negotiating competitive rates.
• Liaise with external IT providers to resolve technical issues.
• Oversee Health & Safety, Fire Safety, Risk Assessments, and GDPR compliance.
• Manage company vehicle administration, including servicing, MOTs, insurance, and permits.
• Coordinate business insurance renewals and maintain relationships with brokers.
• Arrange servicing, maintenance, and repairs for equipment and machinery.
• Source new equipment and suppliers as required.
• Manage supplier accounts and relationships.

General Administration

• Maintain stock records and office documentation.
• Collate staff timesheets for invoicing purposes.
• Prepare client invoices on a monthly and ad-hoc basis.
• Monitor and reconcile petty cash.
• Maintain accurate Excel spreadsheets and business records.
• Provide administrative support to the business owner and wider team as required.

About You

They're looking for someone who is:

• Experienced in bookkeeping and office management.
• Proficient in Xero Accounting and Microsoft Excel.
• Knowledgeable in payroll administration and financial processes.
• Highly organised with excellent attention to detail.
• Confident managing multiple priorities and deadlines.
• A strong communicator who can liaise with external suppliers, accountants, and employees.
• Proactive, reliable, and capable of working independently.

Desirable Experience

• Previous experience in a similar Office Manager, Finance Manager, Accounts Manager, or Bookkeeper position.
• Experience using Paycircle payroll software.
• Understanding of HR administration and compliance requirements.
• Experience working within a small to medium-sized business environment.