Transformation & Projects Assistant (Remote)

Quest Accounting Services Ltd; United States; Remote; USD 55,000 - 75,000; Full time

Job summary

Quest Accounting Services Ltd is seeking a proactive project support professional to work remotely with our UK Transformation & Projects lead. You will help manage internal projects, track progress, and produce leadership updates while coordinating across time zones.

The role focuses on governance, data management, onboarding, and admin tasks, including credit control, invoicing and process documentation. A strong Excel background and familiarity with accounting tools are desired, with a

Qualifications

• Experience in project support, operations, data or admin work.
• Excellent English: clear, concise and professional.
• Strong Excel skills; dashboards, Power BI or similar a plus.
• Well organised with strong attention to detail and reliable follow-through.
• Comfortable working remotely and communicating proactively across time zones.
• Familiarity with accounting software is an advantage.
• Reliable internet connection and a suitable home working setup.

Responsibilities

• Support internal projects including tracking progress and reporting to leadership.
• Take minutes in online meetings and circulate decisions and actions.
• Maintain RAID and decision logs and trackers for costs, onboarding, disengagements and client data.
• Support people and culture initiatives, onboarding and HR documentation.
• Create and manage training content and coordinate sessions.
• Assist with internal and external comms and dashboards in Excel or similar tools.

Skills

Project support

Operations

Data analysis

Administrative work

Credit control

Invoicing

Excel

Power BI

Communication

Time management

Remote work

Tools

Excel

Power BI

QuickBooks

FreeAgent

HMRC dashboard

Job description

Role & responsibilities

The role

You will work remotely alongside our UK-based Transformation & Projects lead to keep internal projects on track. The role suits someone organised, analytical and confident working independently with a UK team.

What you will do

• Project management and process improvement: support internal projects including MTD 2027 readiness, outsourcing trackers, client data completeness and events; track project progress and produce regular status reports for leadership; suggest process improvements and new trackers; reduce duplicated work and improve visibility of tasks, deadlines and decisions across all workstreams
• Meetings and actions: join online meetings and take minutes; record decisions; capture actions with owners and deadlines; circulate minutes and actions promptly, add them to the Action Tracker and follow up until closed
• Trackers and RAID management: set up and manage a RAID log (risks, assumptions, issues, dependencies) and a decision log, tracking owners, deadlines and outcomes; maintain trackers for credit control, accounts on hold, fees, onboarding, disengagements, Google reviews, referrals and gifts, team days out and gifts, post and actions; keep processes documented so work can be handed over smoothly
• People and culture: support people and culture initiatives, including team engagement, new starter onboarding and HR documentation; help plan team days out and gifts and record costs; prepare the Christmas party proposal (venues, dates, costs, attendance)
• Training content: help create and manage training content for the team, including monthly training sessions, guides and process documentation; coordinate sessions and keep materials organised and up to date
• Communications management: support internal and external comms, including team announcements, the weekly internal news bulletin and video, and social media and marketing; keep up with UK industry news; build reports and dashboards in Excel or similar tools
• Engager administration: clear outstanding red indicators; organise the Engager information mailbox; follow up missing client information; make sure emails and tasks are actioned or assigned to the right person
• Client onboarding and disengagements: maintain the onboarding tracker and chase missing information; announce disengagements to the team with clear background (e.g. company directors); monitor Letters of Disengagement and professional clearance; remove software access and licences (QuickBooks, FreeAgent, HMRC dashboard); update records and close internal tasks
• Post management: keep the post log up to date; record incoming and outgoing correspondence; make sure important documents reach the right person and follow up any actions
• Service fee management: complete outstanding fee reviews across all Account Managers' clients; follow up clients who have not agreed; record agreed fees, objections and outstanding responses; keep the fee tracker complete; make sure invoices reflect agreed fees; elevate unresolved disputes
• Credit control and invoicing: raise invoices, monitor outstanding balances and chase overdue payments; contact clients about balances and record payment plans; place accounts on hold after three missed payments; refer balances over 1,000 to our debt collection partner and manage those cases; liaise with bookkeeping on queries and credit notes; check invoices and payments are in order before work proceeds

Preferred candidate profile

What we are looking for

• Experience in project support, operations, data or administrative work, ideally including credit control or invoicing for UK or international clients
• Excellent verbal and written English: clear, concise and professional
• Strong Excel skills; dashboards, Power BI or similar a plus
• Well organised, with strong attention to detail and reliable follow-through
• Comfortable working remotely and communicating proactively across time zones
• Familiarity with accounting, bookkeeping or practice management software is an advantage
• Reliable internet connection and a suitable home working setup