Job Description

Hours

Monday to Friday, 9:00am - 5:00pm

Reporting To

Commercial Director / Senior Leadership Team
(working closely with external Accountants and Finance Partners)

Role Overview

The Office & Accounts Administrator / Office Manager is a pivotal role within the business, responsible for ensuring the efficient management of financial administration and the smooth day-to-day operation of the office.

The role is approximately

70% accounts and finance administration

and

30% office management and general administration

, requiring a highly organised, detail-focused individual with strong IT skills and the confidence to liaise with senior stakeholders, customers, and external partners.

Key Responsibilities

Accounts & Finance Administration (Approx. 70%)

Preparing, issuing, uploading, and distributing

daily, weekly, and monthly customer invoices

, including submission to customer portals and eCapital Checking, processing, and reconciling

sales and purchase invoices

Preparing VAT-related sales and purchase information for submission to the external accountants Liaising with accountants regarding

quarterly VAT returns

Monitoring and managing

aged debt

, working closely with eCapital, accountants, managers, and the Commercial Director Issuing credits and credit notes accurately and in line with company procedures Dealing with and resolving

all fines

, including congestion charges, penalties, and toll-related notices Monitoring PAYE administration and liaising with accountants as required Maintaining accurate financial records in line with internal controls and audit requirements Keeping weekly tipping records, including

weights, costs, and disposal data

, for reporting and cost control Monitoring and maintaining records for

fuel accounts, congestion charges, tolls, and fleet-related costs

, producing monthly summaries for end-of-month reporting Generating various reports for both commercial and operational teams

Office Management & Administration (Approx. 30%)

Managing the day-to-day administration of the Vauxhall office Handling incoming

customer calls

, including bookings, cancellations, and general enquiries Booking jobs received from the sales team and ensuring accurate system entry Processing ticket requests, Waste Transfer Notes (WTNs), hazardous waste notes, and related documentation Completing and maintaining

client account setup forms

Inputting new customer details accurately onto internal systems Completing customer

PQQs (Pre-Qualification Questionnaires)

and compliance documentation Ensuring all company

insurances, licences, and renewals

are kept up to date Managing general daily administrative tasks to support operational efficiency Acting as a key point of contact between the office, operations, sales, and senior leadership team Maintaining organised digital and physical filing systems

Skills & Experience

Essential

Proven experience in an

accounts administration and office management

role Strong financial administration skills, including invoicing, credits, and reconciliation High level of

IT literacy

, with strong working knowledge of Microsoft Excel, Outlook, and Word Excellent attention to detail and accuracy Strong organisational and time management skills Confident communicator, both written and verbal Ability to manage multiple priorities and work independently

Desirable

Experience working with invoice finance platforms (e.g. eCapital) Experience liaising with external accountants Knowledge of transport, logistics, or waste sector administration Familiarity with CRM, accounting, or job management systems

Personal Attributes

Proactive, reliable, and highly organised Professional and confident when dealing with customers and senior stakeholders Discreet and trustworthy when handling confidential financial information Solutions-focused with a positive, can-do attitude
Job Types: Full-time, Permanent

Pay: 26,000.00-30,000.00 per year

Benefits:

Canteen Company pension
Work Location: In person