Bookkeeper​/Office Admin support

Role Summary

Terra Global Solutions is seeking an organised, detail‑oriented Bookkeeper to manage day‑to‑day financial records and support accurate, timely reporting. The role is responsible for maintaining the books, processing transactions, reconciling accounts, supporting month‑end processes, and ensuring strong financial controls and compliance. In addition, they will be assisting with day‑to‑day office admin duties.

Reports to:

Director / Managing Director
Works closely with:
Accountant, Operations, Sales/Admin teams, and external suppliers

• Bookkeeping and transaction processing
• Maintain accurate ledgers (sales, purchase, and general ledger) in line with agreed processes.
• Process supplier invoices, staff expenses, and other costs; ensure correct coding and supporting documentation.
• Raise and issue sales invoices (if required) and maintain customer account records.
• Post and allocate receipts and payments; manage credit notes and adjustments.
• Bank, card, and balance sheet reconciliations
• Perform regular bank reconciliations (daily/weekly as required).
• Reconcile credit card and payment platform accounts where applicable.
• Maintain balance sheet schedules and reconcile key accounts (e.g., VAT, payroll control, debtors/creditors, prepayments/accruals).

• Manage supplier payment runs in line with approval processes and payment terms.
• Track aged payables and resolve supplier queries promptly.
• Monitor aged receivables, support credit control, and follow up overdue invoices professionally.

• Prepare VAT returns and supporting workings (where within remit), ensuring accuracy and deadlines are met.
• Maintain audit‑ready records and ensure transactions are supported by appropriate documentation.
• Support compliance with internal policies and external requirements (e.g., Making Tax Digital where applicable).

• Assist with month‑end close activities, including journals (e.g., accruals, prepayments, depreciation) as agreed.
• Produce routine reports (e.g., cashflow, P&L summaries, aged debt/credit, budget vs actual) to agreed timelines.
• Provide clear commentary on variances, anomalies, and data quality issues.

• Maintain and improve bookkeeping processes, templates, and documentation.
• Identify inefficiencies, duplication, or control gaps and propose practical improvements.
• Support system setup and tidy‑up projects (e.g., chart of accounts review, historical cleanup).

• Handle incoming phone calls, take accurate messages, and route queries to the appropriate person.
• Provide a professional first point of contact for customers, suppliers, and other stakeholders.
• Receive, sort, and distribute incoming post; prepare outgoing mail and courier items.
• Liaise with postal and courier services regarding collections, deliveries, tracking, and claims.
• Maintain simple office logs (e.g., post log, call log) and ensure follow‑ups are completed.
• Order and monitor office supplies and stationery (where applicable) and keep shared spaces organised.
• Support general admin tasks such as scanning, filing, document formatting, and maintaining digital folders.
• Assist with scheduling (where required), including booking meetings and maintaining shared calendars.

• Respond to finance queries from internal teams and suppliers/customers.
• Liaise with external accountant/payroll provider as needed.
• Maintain confidentiality and handle sensitive financial data appropriately.

• Accurate, up‑to‑date books with minimal corrections required at month‑end.
• Reconciliations completed on schedule with clear supporting evidence.
• VAT returns and statutory deadlines met with no avoidable penalties.
• Timely, reliable reporting and proactive identification of issues.
• Positive stakeholder feedback and effective query resolution.

• Proven experience in a bookkeeping role (in‑house or practice).
• Proven experience in using Xero accounting software.
• Strong understanding of double‑entry bookkeeping and core accounting principles.
• Confident with bank…