Virtual Book Keeper/ Personal Assistant / Accounts

General information for the business: Property
Industry: Business
Kind of support: Cash Flow, Invoicing, P&L, Payroll, Report
Accounting software: Xero
Description of support work: Busy Property related business requires book keeper and general accounts person

Daily Tasks
Send Subcontractor Application Forms and chase completion
Verify or request verification for subcontractor CIS status
Create, send and track Works Orders and Sales Invoices
Review Purchase Invoices against relevant Works Orders and send to Director for approval
Track invoices in spread-sheet and ensure payment by due date
Prepare weekly payment list with accurate CIS deductions and send to Director for approval
Enter payments in e-banking system and request funding if required
Manage company mailbox and respond to standard queries within 24 hours, urgent queries within 2 hours

Monthly Tasks
Download bank statements (.pdf & .csv)
Prepare Cashbook, categorise all transactions and ensure correct VAT calculation
Collate and check physical receipts against bank statement or manually add to Cashbook
Request missing invoices or receipts to ensure correct calculation of VAT
Send Cashbook to Accountants on quarterly basis and resolve any queries
Prepare or submit CIS Return by the required deadline.

Must be responsive to emails and help create a working system, Must have a good understanding of business and in particular property/real estate.
Experience is required. Must be Thick skinned and used to people chasing for payments / requiring updates etc.

Need to keep track of time worked for regular ongoing work.