Team Assistant with Bookkeeping experience for growing High-End Design & Construction practice

ABOUT STUDIO MONTAGU

Studio Montagu is a multidisciplinary design & construction practice based in central London, founded in 2015. Our team of deliver exceptional work across a wide range of building and landscape projects; from high-end bespoke gardens to million-pound refurbishments.

We have a dynamic, energetic, and inclusive culture and we employ people based on their skills, experience and their attitude. We’re looking for people who can enthusiastically and passionately work with our clients and colleagues to deliver not only fantastic schemes, but also an enjoyable client experience from commencement through to completion.

THE ROLE

This varied role is integral to the smooth and successful day-to-day running of the practice. You will work closely with our Directors, along with assisting the Team of in-house designers, construction managers, along with liaising with suppliers and external consultants. Your responsibilities will involve supporting the team in administrative and project management activities.

You will also take charge of running the company’s bookkeeping; managing accounts payable and receivable, reconciling bank statements, and generating financial reports using Xero. You will be the main point of call for any finance queries working closely with our external accountants.

The role will suit someone with a desire to work in the design & build industry, you’ll have a keen eye for detail and a natural inclination towards understanding aspects of the construction process. The ideal candidate will be proactive, working in close collaboration with team members and our external accountants.

As our business grows, we are eager for someone to bring fresh ideas and enhance our systems. This role presents an opportunity for someone to take ownership and make it their own. Previous experience in a similar role within a construction/design-focused practice is preferrable, ensuring the right candidate can hit the ground running. Experience in Xero and Microsoft Suite is essential, while familiarity with a Construction Cost Tracking Software and Smartsheets is beneficial.

Key responsibilities - include but are not limited to:

Project Assistance – 25%

• Coordinate and note regular meetings with the Directors/Clients, preparing reports and papers as required, including weekly design and construction meetings
• Organise and cataloguing of our project photo library. Review and categorize photos based on project phases, areas, and types of construction activities.
• Set up and maintain team project numbers, folder structures and email filing locations
• Prepare and submit annual maintenance proposals for landscaping contracts, ensuring scope and pricing align with client needs
• Maintain accurate records of active maintenance contracts and track monthly invoicing through the system to ensure timely billing and payment
• Maintaining accurate project and financial spreadsheets and documents and reporting progress to Directors

Finance – 50%

• Preparing weekly bank reconciliations and ensuring adequate cash reserves are maintained
• Managing sales and purchase ledgers, including:
• Inputting invoices into the finance system and ensuring VAT allocation is correct
• Setting up payment runs (daily) in accordance to supplier terms and ensuring their approval for payment
• Creation of client projects ensuring appropriate allocation of costs to project
• Raise and submit client invoices, proactively communicate with clients regarding invoicing matters, clients’ invoicing preferences addressing enquiries and providing support as needed
• Regular review and proactive management of debtors ensuring outstanding invoices are settled
• Reviewing and posting staff expenses
• Monthly VAT Returns Pay HMRC by due dates
• Monthly VAT Returns for Quarterly reporting
• Manage sub-contractor administration; posting all invoices, verify subcontractors’ CIS status/insurances are valid and dealing with any queries directly with subcontractors
• Manage month-end and year-end close processes
• Assist our external accountants with month-end procedures to ensure that agreed timescales are achieved
• Liaise with external accountants to produce statutory filings and to provide all information required to complete annual accounts

Administration & HR – 25%

• HR coordination of starters & leavers for sub-contractors and employees
• Coordinate employee holiday requests, and other statutory leave entitlements
• …