Executive Assistant / Bookkeeper

SUMMARY:
This role combines executive assistance, bookkeeping, compliance administration and practice operations within a UK-based firm.

POSITION INFO:

Executive Assistant / Bookkeeper

Manage executive support, UK company secretarial administration, compliance, billing and bookkeeping for a UK-based firm.

Remote (Cape Town-based ideally) | 9:00 AM – 5:30 PM UK Time | R24 500 per month (Negotiable)

ABOUT OUR CLIENT

Our client is a UK-based firm providing company secretarial, statutory filing, accounting, tax administration and compliance services across a large portfolio of clients.

The firm manages UK Confirmation Statements, Companies House filings, annual accounts, tax returns, AML compliance and client onboarding. Its operations also include billing, debt collection, subscription reconciliations and registered office address services.

The business uses cloud-based accounting, practice management and compliance platforms, including FYI Docs, Xero, Socket and Companies House systems, alongside AI tools to support administrative workflows.

THE ROLE: EXECUTIVE ASSISTANT / BOOKKEEPER

This role combines executive assistance, bookkeeping, compliance administration and practice operations within a UK-based firm.

The successful candidate will coordinate statutory filings, manage client onboarding and compliance processes, oversee billing and debt collection, and provide administrative support to the CEO and Founder.

The position also involves maintaining accurate financial records, supporting reconciliation and ledger activities, managing executive correspondence and using cloud-based systems and AI tools to streamline administrative processes.

KEY RESPONSIBILITIES

UK Company Secretarial & Statutory Filings

• Prepare, cross-reference, obtain client approvals for and submit UK Confirmation Statements across a large client portfolio.

• Administer Companies House identity verification requirements, including applications for director and client personal identity codes (ECTA/ACSP).

• Process statutory changes, including share transfers and stock transfer forms, director appointments and resignations, company strike-offs (DS01) and new company incorporations.

• Manage the firm''s Registered Office Address service, ensuring company address registers and client directories remain fully reconciled.

Compliance Administration – Accounts & Tax Returns

• Coordinate Annual Accounts workflows, including initiating AML checks, issuing year-end reminders, tracking approvals and managing formal submissions to Companies House and HMRC.

• Administer Self-Assessment and Corporate Tax workflows.

• Manage client reminder cycles, process SA1 registrations, update agent authorisations (64-8) and apply for tax codes.

• Maintain accurate audit-trail file notes and compliance documentation.

AML Compliance & Client Onboarding

• Manage new client setups within FYI Docs, including issuing engagement letters, processing 64-8 agent authorisations and establishing client records.

• Conduct Anti-Money Laundering (AML) compliance checks using electronic platforms such as Idenfo.

• Request and verify client identity documentation.

• Schedule AML review meetings and monitor regulatory compliance standards.

Billing, Debt Collection & Subscription Reconciliations

• Oversee the end-to-end billing cycle, including finalising and dispatching draft Xero invoices with supporting timesheets and statements.

• Allocate unmatched receipts, issue credit notes and maintain accurate billing records.

• File invoices systematically within FYI Docs.

• Manage proactive debt collection and follow up on outstanding payments to maintain current accounts receivable.

• Administer Socket proposal software, including transitioning clients from legacy billing systems.

• Configure proposal questionnaires and reconcile billing jobs against FYI tasks.

• Perform monthly software recharge reconciliations, including Xero and Briefcase price adjustments.

• Oversee annual Tax Protection Service (TPS) renewals and invitation cycles.

• Provide practical bookkeeping support, including reconciliations, ledger maintenance and accounting tasks during quieter administrative periods.

Executive Support & Practice Operations

• Transcribe executive audio dictations into formal client letters, reports and emails.

• Manage executive inboxes and correspondence.

• Screen prospective new client (PNC) leads and respond to website enquiries.

• Identify and close spam enquiries.

• Schedule client meetings and software demonstrations.

• Coordinate HMRC agent communications and client correspondence.

• Assist with general practice operations and internal team meetings.

• Support digital forms testing, including website contact forms and FYI template builds.

• Assist the CEO and Founder with ad hoc personal appointments.

ABOUT YOU

• Demonstrated proficiency in modern cloud accounting and practice management systems.

• Practical bookkeeping experience, including reconciliations, ledger support and accounting tasks.

• Hands-on proficiency with AI tools such as Claude or ChatGPT to draft communications, optimise templates and automate administrative tasks.

• Exceptional written and verbal British English communication skills.

• Precise attention to detail when transcribing audio dictations and preparing formal client correspondence.

• Strong, engaging personality with polish, presence and genuine flair.

• Confident communicating directly with clients.

• Assertive when following up on deadlines and outstanding payments.

• Energetic, positive approach to working with the team.

Technical Systems & Software

• Practice Management & Documents: FYI Docs

• Accounting & Invoicing: Xero

• Proposals & Billing: Socket

• Compliance & AML: Companies House WebFiling/ACSP, HMRC Agent Portal and Idenfo

• AI & Productivity: Claude, modern LLM workflows, Microsoft Office and Google Workspace