Bookkeeper & Finance Manager
3 days ago
Basildon
About Rooms To Grow Rooms To Grow is a specialist designer and builder of bespoke garden rooms, serving clients across Essex and the surrounding counties. Each room is designed individually around the client's garden and intended use, from home offices and studios to gyms and family living spaces. The company operates site-based build teams supported by an office team covering sales, design, project management and marketing. Rooms To Grow is relocating to new premises in Witham comprising offices, materials storage and a workshop, and is investing in the systems and people required to support its next stage of growth. The role Rooms To Grow is seeking an experienced Bookkeeper & Finance Manager to take ownership of the company's finance function and business administration. The successful candidate will manage the day-to-day accounting, from supplier invoices and purchase orders through to CIS, VAT and payroll, and will provide the directors with a clear monthly view of job-level and company performance. The role also carries responsibility for the operational administration of the business, including the vehicle fleet, insurances, subscriptions and the office. It is a newly created position reporting directly to the company's two directors. The company uses Buildertrend for job costing, purchase orders and supplier bills, and Xero for its accounts. The two systems are integrated, and maintaining the accuracy and integrity of that link is central to the role. Key responsibilitiesFinance and bookkeeping • Match supplier and subcontractor invoices to purchase orders and cost codes in Buildertrend, and ensure they sync accurately to Xero, • Raise customer deposit and stage-payment invoices, track amounts due on each job and manage credit control, • Prepare weekly supplier and subcontractor payment runs and reconcile supplier statements, • Prepare and file monthly CIS returns, verify new subcontractors and apply the construction VAT reverse charge correctly, • Prepare quarterly VAT returns and maintain bank reconciliations in Xero, • Run payroll and pension auto-enrolment for office and site staff, or manage the company's payroll provider, • Produce a monthly job-cost report for each project showing the pricing allowance, purchase orders raised and invoices received against each trade, • Produce monthly management figures and a rolling cash-flow forecast for the directors, • Maintain the Buildertrend cost catalogue so that supplier price changes are reflected in new quotations, • Liaise with the company's external accountant on year-end accounts and corporation taxFleet, accreditations and compliance, • Manage the company vehicle fleet: MOT and road tax renewals, servicing, tyres, breakdown cover, fuel cards, trackers, and any fines or damage claims, • Maintain driver records, including annual driving licence checks, • Manage insurance renewals (public and employer's liability, contractors all-risks, tools and fleet) and keep certificates on file, • Manage the company's trade accreditations and memberships, including NAPIT registration, Federation of Master Builders membership and Consumer Protection Association membership: renewals, annual assessments and the supporting evidence each requires, • Register contracts with the Consumer Protection Association for deposit protection and insurance-backed guarantees, and ensure electrical certificates and notifications are filed for each job, • Administer health and safety compliance: maintain the health and safety policy, risk assessments and method statements, accident and near-miss records, and equipment inspection records, liaising with any external adviser, • Maintain training and certification records for site staff (CSCS, first aid, working at height) and manage renewals ahead of expiryOffice and systems, • Manage supplier and builders' merchant trade accounts, credit applications and rebate agreements, • Administer software subscriptions and renewals (Buildertrend, Xero, PandaDoc, Microsoft 365 and others), • Maintain an asset register of tools, plant and equipment, and carry out periodic stock counts of materials held in the unit, • Administer HR processes: new starter documentation, right-to-work checks, holiday records and approval of day-rate timesheets against the job schedule, • Administer company cards and staff expense claims, • Oversee day-to-day office administration, including post, utilities, telephony and suppliesCandidate profileEssential, • A minimum of three years' bookkeeping experience within a construction, trades or contracting business, • Hands-on experience of a construction job-costing system such as Buildertrend, Procore, CoConstruct or Sage Construction, including raising purchase orders, tracking committed costs and matching supplier invoices to orders, • Proficient in Xero, including bank reconciliation, VAT returns and CIS, • Working knowledge of the Construction Industry Scheme and the VAT domestic reverse charge for construction services, • Experience of running payroll and pension auto-enrolment, or of managing an outsourced payroll provider, • Well organised and self-sufficient, with the confidence to manage supplier, subcontractor and customer relationships, • Willing to take ownership of the company's operational administration alongside the finance functionDesirable, • Direct experience of Buildertrend and its Xero integration, • AAT Level 3 or above, or ICB/IAB certification, • Experience of producing monthly management accounts and cash-flow forecasts, • Experience of fleet administration, trade accreditation renewals (NAPIT, FMB, CPA or similar) or health and safety record keeping, • A full UK driving licenceWhat we offer, • Full-time, Monday to Friday, with some flexibility on start and finish times, • £38,000 to £42,000 depending on experience, • Based at the company's Chelmsford showroom initially, relocating to the new offices in Witham on completion., • 28 days' holiday including bank holidays and a workplace pension, • The opportunity to shape the finance and administration function of a growing business, working directly with the directors, • A supportive, practical team and a business investing in new premises, systems and people JBRP1_UKTJ
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