Bookkeeping & Administrative Support Officer

Role Overview

We are looking for a reliable, organised, and proactive Bookkeeping & Administrative Support Officer to support day-to-day finance administration, client communications, social media coordination, and general business operations.

The successful candidate will have a good understanding of bookkeeping processes, be confident handling emails and client correspondence, and be able to assist with meeting coordination, follow-ups, and basic social media management. This role requires someone who is detail-oriented, professional, trustworthy, and able to manage multiple tasks efficiently.

Key Responsibilities

• Assist with day-to-day bookkeeping tasks, including recording income, expenses, invoices, receipts, and payment information.
• Maintain accurate financial records using bookkeeping software or spreadsheets.
• Organize and file invoices, receipts, statements, and other financial documents.
• Assist with preparing basic finance reports, payment summaries, and expense breakdowns.
• Follow up on outstanding payments, missing invoices, or required financial documents.
• Liaise with internal staff, clients, suppliers, or external accountants where required.
• Ensure all finance-related information is handled confidentially and accurately.

• Manage and monitor client emails professionally and promptly.
• Draft, respond to, and forward emails as appropriate.
• Maintain clear records of client communications and action points.
• Escalate urgent or sensitive matters to the relevant manager or director.
• Support clients with general queries and ensure responses are professional and well-written.

• Schedule and attend internal and client meetings when required.
• Take clear meeting notes and record key actions, deadlines, and responsibilities.
• Prepare meeting agendas, updates, and supporting documents where needed.
• Send follow-up emails after meetings to confirm agreed actions.
• Track outstanding tasks and ensure follow-ups are completed on time.
• Coordinate with team members to ensure deadlines and client requirements are met.

• Assist with managing company or client social media accounts.
• Create, schedule, and publish basic social media posts.
• Support the preparation of captions, graphics, updates, and promotional content.
• Monitor messages, comments, and enquiries received through social media channels.
• Maintain a professional and consistent tone across all social media platforms.

• Maintain organized digital files, folders, trackers, and records.
• Update spreadsheets, reports, task lists, and client databases.
• Support directors, managers, or clients with administrative tasks.
• Prepare letters, emails, reports, and basic documents.
• Coordinate tasks between departments and ensure actions are followed through.
• Assist with improving systems, templates, and administrative processes.
• Maintain confidentiality and professionalism at all times.

Required Skills and Experience

The ideal candidate should have:

• Previous experience in bookkeeping, finance administration, or accounts support.
• Basic understanding of income, expenses, invoices, receipts, and reconciliations.
• Experience using bookkeeping software such as QuickBooks, Xero, or similar is desirable.
• Strong email management and written communication skills.
• Experience managing social media platforms such as Facebook, LinkedIn, Instagram, TikTok, or X.
• Ability to create simple social media captions, posts, and updates.
• Good knowledge of Microsoft Office and Google Workspace, including Excel, Word, Outlook, Gmail, Google Sheets, and Google Drive.
• Experience attending meetings, taking notes, and sending follow-up actions.
• Strong organizational and time management skills.
• Ability to manage multiple tasks and meet deadlines.
• High attention to detail and accuracy.
• Professional, trustworthy, and able to handle confidential information.
• Ability to work independently with minimal supervision.

• Accuracy and attention to detail
• Strong written and verbal communication
• Good financial administration skills
• Professional client handling
• Social media awareness
• Organisation and task management
• Confidentiality and discretion
• Initiative and problem-solving
• Reliability and accountability
• Ability to follow instructions and complete follow-ups

• A qualification in bookkeeping, accounting, business administration, finance, marketing, or a related field is preferred but not essential.
• Relevant work experience may be accepted in place of formal qualifications.
• Training in bookkeeping software or social media management would be an advantage.