Experienced Bookkeeper & Management Accounts Lead

GreyRigge Associates is a boutique professional consultancy based in Wokingham that supports organisations globally in developing pharmaceuticals including advanced medicines and drugs. The company has offices in North America, the UK and Asia.

An experienced bookkeeper is needed to maintain accurate financial records and support the day-to-day running of a boutique pharmaceutical consulting company. Bookkeeping will be the primary responsibility, covering our UK company and US affiliate. This will involve keeping accurate books in Xero, managing payroll and VAT. You will also produce monthly management accounts for the directors. There may be other other financial administration activities including customer invoicing and billing, credit control and processing payments to contractors and business creditors.

RESPONSIBILITIES

The role responsibilities will include:

Bookkeeping:

• Maintain accurate and up-to-date bookkeeping records in Xero for the UK office and its US affiliate.
• Process sales and purchase transactions, consultant and supplier invoices, approved expenses, receipts and payments, retaining supporting documents and using consistent account, client and project coding.
• Reconciling bank and credit card accounts weekly and review accounts receivable and payable balances, investigating discrepancies and identifying missing information.
• Maintain bank rules, supplier and customer records, and the chart of accounts so data stays clean
• Prepare the UK VAT return and supporting reconciliation; submit after approval and referring technical queries to the external accountant.
• Manage purchase ledger and supplier payment runs for director approval.
• Manage sales ledger and credit control, chasing overdue debts and reporting aged debtors.
• Record intercompany transactions between Ltd and Inc and keep intercompany balances reconciled.
• Handle multi-currency transactions (GBP and USD) and foreign exchange re-valuations

Timesheets, billing and payments:

• Manage the timesheet portal: ensure contractors submit timesheets and expenses on time, follow up on missing or incorrect entries, and confirm client approvals are recorded.
• Set up and maintain client and contractor assignments, their agreed charge out and cost rates and purchase orders in the company timesheet portal, and ensure the contacts and accounts correctly match within Xero.
• Oversee the portal-to-Xero integration: check that the client invoices generated reflect approved timesheets, agreed rates, expenses, purchase orders as well as each contract's billing terms and issue them on time.
• Investigate and fix any synchronisation errors, missing invoices or mismatches between the timesheet portal and Xero.
• Match consultant invoices to approved timesheets and contracted rates, query any differences present and prepare them for payment.
• Prepare payment runs for Director approval and process approved payments within delegated authority.
• Manage aged debtors, follow up on any overdue client invoices and promptly raise any late payment concerns with the Directors.
• Maintain a schedule of upcoming payments and expected receipts to provide the Directors with a clear sight of short-term cash flow.
• Act as the first point of contact for routine billing and payment queries from clients and consultants, referring any commercial or contractual matters to the Directors.

Payroll

Run the monthly UK payroll, including starters, leavers, pay changes, SSP, SMP and benefits.

Submit RTI returns to HMRC and pay PAYE and NIC on time.

Administer workplace pension auto-enrolment, contributions and re-declarations.

Prepare P60s and any P11D reporting at year end.

Management accounts reporting:

• Close each month to agreed timetable, normally within 10 days.
• Post accruals, prepayments, depreciation and other journals.
• Reconcile balance sheet accounts, including VAT, payroll, intercompany and loan accounts.
• Produce monthly management accounts for each entity and a combined group view, e.g. P&L, balance sheet, cash position.
• Prepare a rolling cashflow forecast and flag issues early.
• Assist the Directors in preparing a quarterly analyses of company financials that account for client income and associated consultant costs using the available accounting records, highlighting unusual items or coding issues.

VAT and tax compliance

• Prepare and submit quarterly VAT returns using Making Tax Digital in Xero.
• Apply correct VAT treatment including cross-border services, reverse charge and transactions with Inc.
• Keep records needed for corporation tax and other filings for submission within deadlines.

Year-end controls and liaison

• Prepare year-end working papers and the trial balance for the external accountants and respond to bookkeeping queries from the external accountants to support year-end accounts and tax preparation.
• Follow company payment controls: verify all new or amended payee details, and make sure every payment has the required Director approval.
• Maintain sensible financial controls, approval processes and documented procedures.
• Suggest and implement process improvements, such as automation and Xero add-ons.
• The ideal candidate will have experience of working in similar roles to the description. The candidate should be a self-starter and able to organize their work independently with minimal supervision.

Knowledge & Skills

• Practical bookkeeping experience, including use of Xero for bank reconciliations, purchase and sales ledgers and preparation of UK VAT returns.
• Competent in the use of Xero (or an equivalent package) and Microsoft 365, including Excel, Outlook, Word and Teams.
• Excellent accuracy and attention to detail.
• Ability to work independently, manage competing deadlines, investigate discrepancies and communicate clearly with colleagues and external contacts.

Education and experience

• A recognised bookkeeping or accounting qualification, such as AAT Level 3 or ICB, or equivalent practical experience.
• Experience of project billing, multi-currency transactions, intercompany reconciliations and basic management reporting would be desirable.
• At least 3 years of experience within a bookkeeping role.

Job Types: Permanent, Part-time

Pay: £18.00-£25.00 per hour

Expected hours: 15.0 – 25.0 per week

Benefits:

• Casual dress
• Free parking
• On-site parking

Ability to commute/relocate:

• Wokingham RG40 5RB: reliably commute or plan to relocate before starting work (required)

Experience:

• bookkeeping: 3 years (required)

Language:

• English (required)

Licence/Certification:

• Bookkeeping or similar qualification (required)

Work authorisation:

• United Kingdom (required)

Work Location: In person

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