Xero Bookkeeper

This is a remote position.

Driving operational efficiency and seamless financial administration, this part-time role provides critical bookkeeping, invoicing, and subcontractor management for an established UK construction business. Working 16 hours per week, the position oversees daily financial transactions, ensuring accurate sales invoicing, client compliance, and strict adherence to Construction Industry Scheme (CIS) regulations.

The primary purpose of this role is to maintain precise financial records within Xero and manage subcontractor onboarding and payment workflows with complete accuracy. Operating with direct oversight of daily billing, purchase ledger processing, and bank reconciliations, the successful candidate will play a vital role in keeping cash flow, compliance, and administration fully aligned with company standards and statutory deadlines.

Key Responsibilities

• Sales Invoicing & Ledger Management: Execute sales invoicing through Xero based on approved operational schedules, ensuring precise itemisation of labour and materials for CIS purposes. Log all issued invoices into job sheets and track payment terms across clients.
  

• Credit Control & Retentions: Chase outstanding client payments upon due dates, flag severely overdue accounts to senior management, and maintain detailed tracking of contractor retentions to ensure timely collection.
  

• CIS & Subcontractor Compliance: Verify new subcontractors with HMRC via Xero to determine deduction rates. Oversee the operative onboarding workflow using the HardHats Direct portal, ensure documentation is fully completed prior to site commencement, and file monthly CIS returns by statutory deadlines.
  

• VAT & Domestic Reverse Charge: Apply correct tax treatments across all sales and purchase invoices, strictly adhering to Domestic Reverse Charge rules for construction contractors and standard VAT for end users. Assist with quarterly VAT return preparations.
  

• Purchase Ledger & Approvals: Process supplier bills into Xero, assign correct job references and tax coding, submit invoices for management approval, and assemble weekly batch payment runs.
  

• Bank Reconciliation & Payroll Support: Reconcile business bank account feeds within Xero on a weekly basis. Gather payroll inputs for PAYE staff to submit to the external accountant and process approved payments.
  

• General Office & Compliance Administration: Support management with PQQ packs, maintain fleet requirements (MOT, tax, insurance), and manage annual accreditation renewals (SSIP / PQS and Constructionline Gold).
  

Essential Requirements

• Proven UK bookkeeping experience.
  

• Solid understanding of UK VAT, including Construction Domestic Reverse Charge rules.
  

• Practical knowledge of HMRC CIS regulations, verifications, and monthly filing requirements.
  

• Experience managing supplier bills, credit control, and batch payment runs.
  

• High attention to detail with strong organisational and task-prioritisation skills.
  

Desirable Requirements

• Prior experience with subcontractor onboarding portals or status guarantee platforms (e.g., HardHats Direct).
  

• Experience liaising with external accountants for payroll and tax filing review.
  

Required Software Skills

• Xero: Advanced working knowledge (including the CIS module, bank reconciliations, invoicing, and bill processing).
  

• Google Workspace: Proficiency in Google Sheets.
  

• HMRC Government Gateway: Familiarity with online filings and verifications.