Job Description

About the role

Deduct Ltd is a growing specialist ventilation hygiene and ductwork cleaning company working across commercial, healthcare and industrial sectors. Due to continued growth, we are now seeking a reliable and highly organised Accounts & CRM Administrator to support our Operations Manager and Director.

This role is focused on financial accuracy, CRM upkeep, lead follow-up, and managing recurring client work to ensure nothing is missed and cashflow remains strong.

You will work closely with the operations manager and the director to keep the business running smoothly behind the scenes.

Key Responsibilities

Accounts & Finance (Xero)

Daily reconciling of bank transactions Matching customer payments to invoices Flagging overdue invoices for follow-up Supporting credit control processes Assisting with monthly financial housekeeping Reporting discrepancies to the Director
CRM & Operations (Capsule)

Keeping customer and job records accurate and up to date Logging new enquiries and opportunities Updating job stages and notes Monitoring overdue tasks and follow-ups Managing recurring works schedules (6-monthly, annual cleans, etc.) Proactively contacting clients when repeated work is due
Sales Support & Lead Management

Following up inbound sales enquiries Chasing outstanding quotations Booking surveys and coordinating diary availability Supporting pipeline movement from:Enquiry ? Survey ? Quote ? Booked ? Completed ? Invoiced
General Administrative Support

Monitoring shared inboxes Uploading documents into Capsule Scheduling jobs and liaising with engineers Supporting with operational admin Supporting the director with reporting and tracking
What We're Looking For

Highly organised with strong attention to detail

Confident with cloud-based systems

Experience using Xero (or similar accounts software)

Experience using CRM systems (Capsule preferred but not essential)

Confident communicator on phone and email

Proactive, reliable, and able to chase tasks independently

Comfortable working under an Operations Manager

Desirable (But Not Essential)

Experience within construction, facilities management or service industries Credit control or invoicing experience Understanding of recurring service contracts
We are looking to hire the successful candidate from January 2026.

Thank you for reading!

Job Type: Part-time

Pay: 12.90-13.40 per hour

Expected hours: 28 per week

Benefits:

Additional leave Casual dress Company pension
Work Location: In person