Accounts / Office Assistant

Aqua-Tech Recruitment and Technical Services are growing rapidly due to several large contract wins and as a result are looking employ our own Office/Accounts Assistant to join the team.

About the Role:
We are looking for a proactive and detail-oriented Office/Accounts Assistant to join our team in Edinburgh. This role will support both our office administration and finance functions, ensuring efficient management of day-to-day financial tasks and office operations. The ideal candidate will be responsible for managing various accounting processes, supporting payroll activities, and handling client and candidate timesheet approvals.

Key Responsibilities:

• Manage and monitor ETZ for candidate timesheets, including following up on submissions and client approvals.
• Generate and dispatch sales invoices.
• Issue remittance advice to suppliers.

Timesheet & Invoice Tracking

• Maintain a Control Spreadsheet to:
  • Track incoming candidate timesheets and approvals.
  • Cross-check candidate and supplier invoices submitted through ETZ against timesheets.
  • Track all sales invoices produced and processed.
  • Track candidate payments processed through CIS Payroll.
• Notify the relevant team members of weekly payment requirements.

Xero Accounting

• Process sales invoices from ETZ into Xero (via AutoEntry) and reconcile payments received.
• Process purchase invoices and staff expenses, matching transactions accurately.
• Post monthly payroll entries and make necessary adjustments (e.g., prepayments, accruals, depreciation).
• Reconcile bank and loan accounts.
• Generate monthly management reports, including Profit & Loss, Balance Sheet, and Aged Debtors & Creditors.

CIS Payroll Management

• Verify CIS subcontractors with HMRC and process CIS payroll payments.
• Produce and dispatch payslips and monthly CIS Payment and Deduction Statements.
• Reconcile and submit the monthly CIS300 return.
• Add CIS deductions to the PAYE payment due.

Qualifications and Skills:

• Previous experience in a similar office or accounting assistant role, ideally within a finance or payroll function.
• Familiarity with accounting software, especially Xero, and experience with systems like ETZ is advantageous.
• Strong organizational skills, with an ability to track multiple workflows and follow up as needed.
• Attention to detail and accuracy in handling financial data and documentation.
• Strong communication skills, both written and verbal, to liaise with clients, candidates, and team members.

Benefits:

• Competitive salary based on experience.
• Opportunities for professional development and training.
• Supportive and collaborative work environment.
• On-site parking
• Flexible working can be offered for the right candidate