Accounts & Admin Assistant

We’re BackupVault, a small, profitable UK company providing cloud backup to businesses. We’ve been around a while, we’ve got loyal customers, and our admin has grown faster than our team. Our Operations & Administration Coordinator needs someone alongside her to keep the day-to-day ticking over, so she can spend her time improving how the business runs.

It’s a varied, hands-on back-office role where no two days are quite the same. You’ll mostly be working for BackupVault, with some hours on finance admin for our sister company, BackupLABS.

What you’ll be doing

• Raising and updating customer invoices in Xero, and keeping our tracking spreadsheet in step
• Credit control: polite, persistent chasing of overdue invoices by email and phone, and keeping customer contact details up to date
• Chasing customers to set up their Direct Debits
• Responding to customer billing and account queries
• Sending out new customer contracts and chasing them until they’re signed
• Keeping customer contract records accurate and up to date, including renewals and changes
• Processing supplier bills and managing company expenses
• Preparing VAT returns, including tracking down missing supplier invoices and keeping the books tidy
• Routine checks and record-keeping in our internal systems

What we need from you

• Solid, hands-on experience with Xero. This one’s non-negotiable.
• You’ve got a sharp eye for detail: invoices, VAT and contract records need to be right first time
• You’re confident picking up the phone to chase payments, and you stay friendly and firm while you do it
• You write a clear, friendly, professional email without needing it checked
• You’re organised, you follow things through, and you don’t mind chasing people
• You’re comfortable working on your own from home, with a reliable setup and broadband

AAT Level 3 or above would be a real plus. Experience in credit control, contracts admin or a B2B/tech business would also be a bonus, but isn’t essential.

The practical bits

• £18 per hour, 20 hours a week, all year round, with scope to increase hours as the role grows
• Work 5 days at 4 hours, or 4 days at 5 hours, whichever suits you better
• You choose your set hours within 9am to 3pm
• Fully remote, UK-based
• 25 days holiday (pro rata if 4 day week), plus workplace pension
• You’ll report to our Operations & Administration Coordinator and our founder

How to apply

• Send your CV with a short email telling us a bit about yourself and how you’ve used Xero in previous roles. We’ll read the email as carefully as the CV, so take a minute over it.