Operations & Accounts administrator (Refrigeration Services)

Full Time Operations and Bookkeeping VA (Tradify, QuickBooks) for UK Refrigeration Company
About Kept Cold
Kept Cold is a commercial refrigeration service and repair company based in London, UK. We work with restaurants, cafes, supermarkets, and food production businesses, carrying out emergency breakdown callouts, planned maintenance, and repairs on cold rooms, display fridges, freezers, ice machines, and blast chillers.
Because so much of our work is emergency response, the business moves fast. We need an admin tea ---------- mber who can keep pace with that, stay accurate under pressure, and take real ownership of the job.
About the role
We are looking for a full time virtual assistant to join our small operations team and take over the day to day running of our scheduling, invoicing, and bookkeeping. This is not a quiet back office position. You will be the backbone of our admin, making sure jobs are scheduled correctly, invoices go out on time, payments are allocated accurately, and our engineers are paid the right profit share.
Accuracy matters a lot here. Mistakes in QuickBooks or in our engineer profit share spreadsheet directly affect real money for real people, so we need someone careful, accurate, and committed to getting it right the first time.
Responsibilities
Use Tradify daily to schedule engineer jobs, raise quotes, and create invoices
Manage QuickBooks, allocating customer payments to the correct invoices and keeping our accounts accurate and up to date
Update our engineer profit share spreadsheet accurately after each completed job
Follow our set procedure for parts enquiries, contacting suppliers by email, tracking their responses, and updating the relevant job
Stay responsive throughout your shift, since we are an emergency breakdown business and delays affect customers waiting on urgent repairs
Requirements
Proven experience with Tradify or a similar field service management tool (scheduling, quoting, invoicing)
Strong working knowledge of QuickBooks, particularly allocating payments to invoices
Excellent attention to detail, especially with numbers and spreadsheets
Comfortable working independently and staying fully focused during working hours, this is a dedicated full time role and is not suited to anyone juggling other clients or jobs alongside it
Strong written English
Bonus skills
Experience handling phone calls professionally
Fluent spoken English