Bookkeeping & Admin Support – QS Company

Contract: Part-time / Flexible - 15 hours per week to begin, progressing to full-time in the longer term.
Company: UK Quantity Surveying Practice

About the Role

We are a UK-based Quantity Surveying (QS) company seeking a reliable and detail-oriented Virtual Assistant to support our bookkeeping and administrative operations. You will work closely with our team to maintain accurate financial records, organise project documentation, and ensure smooth day-to-day workflows. This role is remote and flexible, with the potential for long-term collaboration.

Key Responsibilities

Bookkeeping & Financial Support
Enter, categorise, and reconcile transactions in Xero
Maintain accurate financial records and tidy ledgers
Assist with invoicing and follow-up of overdue payments
Prepare monthly summaries, project expense reports, and cash flow updates
Track accounts payable, receivable, and project-related costs
Support the preparation of year-end documentation for accountants

Administrative Support

Organise files, folders, and project documents in Microsoft 365
Maintain and improve spreadsheets for cost tracking and forecasting
Prepare documents, schedules, and reports
Update internal records and databases
Communicate with suppliers, clients, and subcontractors when needed

Requirements

Proven experience in bookkeeping or financial admin roles
Proficiency with Xero (essential)
Strong working knowledge of Microsoft 365 (Excel, Word, OneDrive, Outlook, Teams)
High accuracy and great attention to detail
Strong communication and organisation skills
Ability to work independently and manage deadlines
Confidentiality and professionalism when handling financial information

Preferred

Experience in the construction or QS sector
Familiarity with UK bookkeeping practices
Understanding of CIS
Experience preparing month-end packs or project cost reports
Knowledge of automation tools (Power Automate, Zapier, etc.)

How to Apply

To help us assess your skills, please answer the following six screening questions in your application:

Screening Questions

Xero Skills Test:
Describe the steps you would take to reconcile a bank account in Xero when you find a transaction that doesn’t match any items in the ledger.

Microsoft Excel Competency:
You’re given a project cost spreadsheet with inconsistent formatting and formulas not working properly. What specific steps would you take to clean and fix the file?

Attention to Detail:
If you noticed that a supplier invoice had been entered twice, what checks would you perform before correcting it?

Communication & Professionalism:
A client hasn’t paid their invoice for 14 days past the due date. Draft the message you would send to them, keeping it professional and polite.

Understanding of QS/Admin Workflows:
We track costs for multiple projects. Explain how you would organise digital files and financial documents in Microsoft 365 so information is easy to find and consistent across projects.

Week/Month-End Reporting:
Describe the steps you would take to prepare a week-end or month-end financial report for our QS company. Include what information you would gather, how you would ensure accuracy, and how you would present the final report.

Please also include:

A short cover message
Your CV
Examples of similar work or testimonials

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