SIVA Group
Accounts & Office Coordinator
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Accounts & Office Coordinator
Location: Office based, Southampton
Hours: Full time, 40 hours per week
Salary: £33,000–£35,000 per annum, depending on experience
The Role
We are looking for an experienced and highly organised assistant accountant / Accounts & Office Coordinator to join our team.
This is a varied, hands-on role combining day-to-day accounting responsibilities with wider office and administrative support.
The successful candidate will be comfortable working across purchase ledger, sales ledger, banking, reconciliations and general accounts administration, while also supporting the wider business with day-to-day office coordination.
This role would suit someone with solid accounts experience who is looking for a broader position with more responsibility and the opportunity to develop further within finance.
Key Responsibilities
Purchase Ledger
- Processing supplier purchase invoices accurately and promptly.
- Matching invoices to purchase orders and delivery notes.
- Investigating and resolving invoice, pricing and quantity discrepancies.
- Entering invoices and transactions onto Sage.
- Reconciling supplier statements.
- Identifying and chasing missing invoices and credit notes.
- Preparing information for supplier payment runs.
- Liaising with suppliers and internal departments to resolve queries.
- Maintaining accurate and complete purchase ledger records.
Sales Ledger & Credit Control
- Raising and processing sales invoices and credit notes.
- Ensuring invoices are correctly posted onto Sage.
- Allocating customer receipts.
- Reconciling customer accounts.
- Assisting with credit control and outstanding balances.
- Liaising with customers regarding invoice and account queries.
- Notifying or assigning invoices to the company's bank or invoice finance provider where required.
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Banking & Reconciliations
- Carrying out daily and monthly bank reconciliations.
- Posting bank transactions onto Sage.
- Reconciling company credit cards.
- Processing and checking staff expenses.
- Maintaining accurate cash and banking records.
Month-End & General Accounts
- Assisting with month-end close.
- Preparing and posting journals.
- Assisting with accruals and prepayments.
- Reviewing nominal ledger postings and investigating discrepancies.
- Supporting VAT return preparation.
- Maintaining fixed asset records.
- Preparing financial information and reconciliations for the Finance team.
- Assisting with audit requests and providing supporting documentation.
- Supporting the preparation of management accounts where required.
General Office & Administration
The role will also provide wider support across the business, including:
- Maintaining electronic and paper filing systems.
- Preparing spreadsheets, reports and general documentation.
- Answering telephone calls and dealing with general enquiries.
- Managing incoming and outgoing correspondence.
- Ordering stationery and office supplies.
- Maintaining office records and databases.
- Assisting with document control.
- Booking couriers, deliveries, meetings and travel where required.
- Supporting managers and other departments with general administration.
- Liaising with suppliers, customers, banks and other external parties.
- Providing reception and visitor support when required.
- Helping ensure the day-to-day office runs efficiently.
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Skills & Experience
We are looking for someone with:
- Previous experience in an accounts or finance role.
- Good knowledge of purchase ledger and sales ledger processes.
- Experience carrying out bank and supplier reconciliations.
- Experience using Sage or a similar accounting system.
- Good Microsoft Excel skills.
- Strong numerical ability and attention to detail.
- Experience assisting with month-end processes.
- Excellent organisational and time management skills.
- The ability to manage a busy and varied workload.
- Confidence dealing with suppliers, customers and colleagues.
- A proactive approach to investigating and resolving discrepancies.
Experience with VAT, journals, accruals, prepayments, fixed assets or management accounts would be advantageous.
AAT qualified, part-qualified, studying towards an accountancy qualification, or qualified by experience would all be considered.
The Person
We are looking for someone who is:
- Accurate and methodical.
- Reliable and trustworthy.
- Highly organised.
- Proactive and willing to take ownership.
- Comfortable working in a fast-paced commercial environment.
- Happy to be hands-on and get involved in both accounts and general administration.
- Confident chasing information and resolving issues.
- A good communicator who works well across different departments.
- Commercially minded with a practical approach.
This is an excellent opportunity for an experienced Accounts Assistant, Assistant Accountant or Bookkeeper looking for a varied role with responsibility and the opportunity to develop further.
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