The Role
Manage Xero bookkeeping, bank reconciliations, invoicing, credit control, VAT information, project budget tracking, freelancer timesheets, and financial records. Support freelancer onboarding, maintain Google Workspace tracking documents, and provide project administration. The role requires an autonomous, detail-oriented bookkeeper with strong Xero, spreadsheet, communication, and UK business finance knowledge.
Summary Generated by Built In
This is a remote position.
A boutique creative agency specializing in brand identity, art direction, and photoshoot production is seeking an established, highly autonomous Bookkeeper & Financial Coordinator. This is a fully remote, independent contracting role starting on a flexible, part-time hourly basis (approx. 7–8 hours / 1 day per week), with the opportunity for hours to grow as the business scales.
Rather than an integrated internal staff position, this is an outcome-based commercial contract for an external specialist to take full professional responsibility for managing agency Xero reconciliations, invoicing workflows, and project financial tracking against defined Service Level Agreements (SLAs).
Our ideal candidate is proactive, methodical, comfortable navigating digital tracking tools, and committed to absolute financial accuracy. You will be the reliable financial right hand who keeps bank reconciliations up to date, invoices tracked, and project budgets on schedule.
This role demands a self-starter who can confidently operate independently, communicate professionally, and bring structure to agency financial systems.
Core Scope of Deliverables and Project Outcomes:
Bookkeeping & Xero Overhaul:
- Perform an initial review and overhaul of the Xero system, ensuring bank reconciliations, transactions, and historical data are fully up to date.
- Maintain day-to-day bookkeeping, managing income/expenses, bank reconciliations, and digital record-keeping aligned with UK Making Tax Digital (MTD) requirements.
- Prepare month-end summaries, quarterly VAT information, and year-end documentation for external accounting review.
Invoicing & Budget Tracking:
- Raise and send client invoices (both retainer-based and project-phase billing).
- Monitor project budgets, ensuring invoiced amounts align with actual worked hours and agreed project phases.
- Manage credit control and friendly follow-ups on outstanding payments.
Freelancer Management & Timesheets:
- Support freelancer onboarding workflows (Google Forms, contract dispatches, and information gathering).
- Oversee and consolidate monthly timesheets from creative freelancers into master tracking sheets.
- Reconcile freelancer invoices against budgeted project hours to flag overruns early.
Operations & Project Support:
- Maintain central Google Workspace tracking documents (Master Google Sheets, project logs).
- Support general project administration, workflow tracking, and client/freelancer communication as the role evolves.
Requirements
Non-Negotiable (Essential) Requirements:
- Proven, solid bookkeeping experience working with small businesses, agencies, or creative service providers.
- Hands-on, proficient working knowledge of Xero (specifically bank reconciliations and system cleanup/overhaul).
- Strong proficiency in Google Suite (Google Sheets, Docs, Forms) and Excel.
- High degree of autonomy—able to take full ownership, work independently with minimal hand-holding, and solve problems proactively.
- Meticulous attention to detail and accuracy with numbers, spreadsheets, and project tracking.
- Strong written and verbal communication skills with professional stakeholder management (friendly credit control & freelancer comms).
- Fully equipped home office with a reliable high-speed internet connection for remote work during UK business hours.
Nice-to-Have (Advantageous) Requirements:
- Working knowledge of UK VAT requirements, Making Tax Digital (MTD), and UK business banking setups.
- Experience or familiarity with project management and time-tracking tools like Toggl and Asana.
- Background in a creative, design, production, or agency environment.
- Formal bookkeeping qualification (e.g., AAT, ICB, or SAIPA).
- Experience managing agency/freelancer timesheets, project budgets, and profit tracking.
- Openness to taking on wider client communications and project management support as the role grows.
Skills Required
- Proven bookkeeping experience with small businesses, agencies, or creative service providers
- Proficient hands-on experience with Xero, including bank reconciliations and system cleanup
- Strong proficiency with Google Sheets, Google Docs, Google Forms, and Excel
- Ability to work autonomously with minimal supervision and proactively solve problems
- Meticulous attention to detail and accuracy with financial records, spreadsheets, and project tracking
- Strong written and verbal communication skills
- Professional stakeholder management, including credit control and freelancer communications
- Fully equipped home office with reliable high-speed internet and availability during UK business hours
- Working knowledge of UK VAT, Making Tax Digital, and UK business banking
- Experience with Toggl, Asana, or similar project management and time-tracking tools
- Experience in a creative, design, production, or agency environment
- Formal bookkeeping qualification such as AAT, ICB, or SAIPA
- Experience managing agency or freelancer timesheets, project budgets, and profit tracking
- Willingness to take on broader client communications and project management support
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The Company
What We Do
RecruitMyMom is a South African recruitment agency specializing in placing skilled women, particularly professional mothers, in permanent, contract, freelance, and fractional roles. They connect local and global businesses with top-tier talent and focus on the economic empowerment of women.
