We are seeking a proactive Xero Accounts and Operations Administrator to support our growing team. This part time role is a unique opportunity for an organised professional to play a key role in maintaining the Equilibrion’s financial and operational health during an exciting period of rapid growth.

We are a small and growing company seeking a flexible and organised individual to oversee our day-to-day financial activities while supporting wider business operations. This varied role combines finance responsibilities with administrative support, making it ideal for someone who enjoys taking ownership, thrives in a small organisation, and is comfortable working across different areas of the business.

The successful candidate will be responsible for bookkeeping in Xero, maintaining profit and loss, cashflow and sales pipeline data, generating and tracking invoices, processing payroll and handling VAT submissions. In addition, they will support the company with ISO certification, travel organisation and marketing coordination. Working closely with leadership, they will help ensure a smooth, inclusive, and well-structured environment.

The ideal candidate will have bookkeeping experience, be proficient in Xero and Excel, understands P&L and cashflow management and can work with Directors to effectively support resilient business operations. The candidate will possess excellent organisational skills, attention to detail, ability to prioritise effectively and above all be open to supporting a variety of business operations areas with a willingness to learn and develop.

We anticipate this role to be part time with options to grow to full time as the business grows. For the right candidate able to undertake wider activities a full-time role could also be available.

Responsibilities

Finance Operations:

• Coordinate gathering of data from across the business as inputs to finance management;
• Reconcile transactions in Xero;
• Handle company expenses allocating them to projects and customers;
• Prepare and submit VAT returns;
• Raise, send, and follow up on client invoices;
• Maintain P&L data and cashflow reports with input from colleagues;
• Manage financial pipeline and forecast data;
• Ensure timecard data is input accurately by all members of the team;
• Take ownership of other finance/operations tasks as needed in a growing business.

Compliance & Certification:

• Support management and maintenance company ISO certification supporting on documentation, audits, and compliance processes;
• Support the company to ensure processes align with standards and regulatory requirements.

Business Operations:

• Organise business travel and accommodation for staff and directors;
• Support marketing activities, including coordinating campaigns, events, and promotional materials;
• Provide project support to ongoing company projects;
• Support with bid development and submission activities;
• Provide ad hoc operational and administrative support to directors.

Skills & Experience

• Experience in accounts, bookkeeping, or finance administration;
• Proficiency with Xero and Excel;
• Knowledge of keeping company accounts, for example VAT, payroll and HMRC compliance;
• Experience with ISO certification management or quality systems;
• Excellent organisational skills and attention to detail;
• Strong communication and interpersonal skills;
• Ability to manage multiple responsibilities and prioritise effectively.