Finance & Office Administrator

Location:

Edinburgh Salary:
Competitive, DOE

Contract:

12–18 Month Fixed-Term Contract – Maternity Cover

Hours:

Part-time, 3 days per week, office-based

Start Date:

Ideally October 2026

Caledonian Heating & Plumbing Ltd is looking for an experienced Finance & Office Administrator to join the team on a fixed-term basis, providing maternity cover and ensuring the smooth running of day-to-day finance and office administration.

This is a varied and hands‑on position, combining finance administration, bookkeeping, job costing and general office support. You'll play an important role in keeping financial records accurate and up to date, supporting invoicing and cash flow, and ensuring managers and operational teams have the information they need.

Working closely with Directors, managers, engineers, customers, suppliers and external advisers, this is an ideal opportunity for an organised and experienced finance administrator who enjoys working in a busy SME environment.

• Maintain accurate day-to-day financial records, including sales, purchases, expenses and bank transactions.
• Prepare and issue customer invoices and credit notes, ensuring supporting job information and purchase orders are accurate.
• Process, code and match supplier invoices, resolving discrepancies and preparing authorised payment information.
• Complete regular bank and control account reconciliations, investigating and resolving outstanding items.
• Maintain accounts receivable, accounts payable and aged debt records, supporting credit control and escalating overdue or disputed balances.
• Support job costing and work-in-progress, checking labour, materials, subcontractor costs and completion information.
• Monitor completed work awaiting invoicing and follow up on missing timesheets, purchase orders, costs and supporting documentation.
• Prepare regular finance and management information for Directors, including cash, aged debt, creditor and cost information.
• Collate and check payroll, overtime, mileage and expenses information before submission.
• Liaise with customers, suppliers, engineers and internal teams to resolve finance and administration queries.
• Provide general office support, including calls, emails, document management, filing, supplier/customer records and work-order administration.
• Maintain organised, accurate and confidential financial and administrative records.
• Support the documentation and handover of key finance and administration processes throughout the fixed-term contract.

We're looking for someone with proven experience in bookkeeping or finance administration, ideally within an SME or commercial service environment.

You'll be confident managing a range of finance processes and comfortable working independently while also supporting colleagues across the wider business.

You'll bring:

• Previous hands‑on experience across sales ledger, purchase ledger, invoicing and bank reconciliations.
• Experience with credit control and maintaining accurate financial records.
• A good understanding of bookkeeping principles, invoice controls and VAT.
• Strong attention to detail and a high level of accuracy.
• Excellent organisation skills and the ability to manage competing deadlines.
• Confidence using accounting software, Excel, Outlook and digital systems.
• Strong written and verbal communication skills, with a professional telephone manner.
• A discreet and trustworthy approach when handling financial, payroll and customer information.
• The ability to work proactively, use initiative and provide reliable general office support.

Desirable:
Experience with in engineering, construction, facilities, trades or another job‑costed service business, along with knowledge of Sage, Xero, Quick Books,…