Finance Assistant

Finance Admin (Remote)

Overview

We are seeking a highly organised and detail-oriented Finance & Operations Administrator to support our finance and customer administration functions across the UK, Ireland and Germany.

This role will be responsible for managing finance inboxes, processing invoices, maintaining records within our ERP system (Odoo), supporting credit control activities, handling routine supplier and customer queries, and ensuring administrative tasks are completed accurately and on time.

The successful candidate will become a key member of the finance team, taking ownership of day-to-day administration and escalating exceptions where required.

Key Responsibilities

Finance Inbox Management

• Manage Accounts Payable, Accounts Receivable and Finance inboxes.
• Review, categorise and action incoming emails.
• Respond to routine supplier and customer enquiries.
• Escalate urgent or unusual matters to the Financial Controller.
• Maintain organised electronic filing systems.

Accounts Payable

• Receive and process supplier invoices.
• Enter invoices accurately into Odoo.
• Match invoices against purchase orders and supporting documentation.
• Maintain supplier records.
• Reconcile supplier statements.
• Respond to supplier payment enquiries.
• Chase internal managers for invoice approvals.

Accounts Receivable

• Send customer statements.
• Issue payment reminders and perform routine credit control.
• Maintain debtor records and collection notes.
• Respond to customer account enquiries.
• Provide copy invoices and supporting documentation.
• Escalate overdue or disputed accounts.

Odoo Administration

• Create and maintain customer and supplier records.
• Upload and organise supporting documentation.
• Maintain accurate account information.
• Run standard reports as requested.
• Assist with data cleansing and record maintenance.

Payment Matching & Reconciliation Support

• Match customer receipts to invoices within Odoo.
• Match supplier payments to outstanding invoices.
• Investigate and resolve routine unmatched transactions.
• Prepare reconciliation information for review by the Financial Controller.

Customer & Supplier Support

• Handle routine customer requests.
• Respond to supplier account enquiries.
• Assist with account setup documentation.
• Support administrative aspects of order processing and account maintenance.

Reporting & Month-End Support

• Update debtor and creditor trackers.
• Prepare month-end schedules and supporting information.
• Assist with reporting and data collection.
• Ensure all documentation is complete and available for month-end review.

Skills & Experience

Essential

• Excellent written and spoken English.
• Previous experience in an accounts, finance administration or bookkeeping role.
• Strong attention to detail.
• Experience using ERP or accounting systems.
• Proficient in Microsoft Excel and Microsoft Office.
• Ability to work independently and manage priorities.
• Strong organisational and communication skills.

Desirable

• Experience with Odoo ERP.
• Experience in Accounts Payable and Accounts Receivable.
• Experience supporting international businesses.
• Knowledge of basic accounting principles.

Working Hours

• Initial requirement: 2–4 hours per day.
• Flexible schedule with some overlap with UK business hours preferred.
• Opportunity for additional hours as responsibilities grow.

Performance Measures

Success in the role will be measured by:

• Timely processing of supplier invoices.
• Accurate payment matching and record maintenance.
• Prompt response to supplier and customer enquiries.
• Effective management of finance inboxes.
• Reduction in outstanding administrative tasks.
• Accuracy and attention to detail.

Escalation Items

The Finance & Operations Administrator will escalate:

• Payment approval requests.
• Credit limit decisions.
• Customer disputes.
• Supplier disputes.
• Credit hold notifications.
• VAT and tax queries.
• Unusual accounting transactions.
• Legal or compliance-related matters.

Salary

$400 Per Month