Bookkeeper(QuickBooks and Xero)

• Our client is seeking for a bookkeeper to maintain accurate, up-to-date financial records using QuickBooks, and Xero where applicable, ensuring compliance, supporting reporting, and enabling timely progression of work without escalation.

The Bookkeeper is successful when:

• Client records in QuickBooks or Xerare accurate and up tdate at all times
• Bank and balance sheet reconciliations are complete and correct
• VAT returns are prepared accurately and on time as required
• MTD compliance is met
• Data is clean, consistent, and review-ready
• Minimal corrections are required at review stage
• Queries from Accountant/Penny are limited and non-repetitive
• Workflow progresses without delay or backlog
• Key Responsibilities
• The Bookkeeper is accountable for:
• Bookkeeping & Technical Delivery (QuickBooks)
• Maintain complete and accurate records in QuickBooks Online, or Xerincluding:
• Bank transaction posting and allocation
• Bank, credit card, and loan reconciliations
• Documentation matches Balance Sheet for bank statements/loans etc
• Purchase invoice and expense processing tcorrect Chart of Accountants
• Sales invoice posting and receipt allocation
• Maintenance of accurate ledgers (debtors, creditors, nominal)
• VAT return preparation and submission support, where required
• MTD submission were required
• Recode items as required for VAT and Year End
• Journal entries (within competence)
• Maintaining clean audit trails for pay roll, VAT and YE Accounts
• All work must:
• Be correctly coded and consistently applied
• Be supported with appropriate documentation
• Be fully reconciled (nunexplained differences)
• Be ready for Accountant review without material gaps
• Deadline Ownership
• Maintain awareness of all assigned deadlines (VAT, MTD, month-end, reporting cycles)
• Ensure:
• Work is started early
• Missing information is requested promptly
• Issues are identified early
• Ndeadline becomes urgent due tdelay
• Client Communication
• Respond tclient queries within 1 business day.
• Communication must be:
• Clear and professional
• Aligned with the client tone and standards
• Practical and commercially aware
• Free from unnecessary technical jargon
• Must not provide advice outside competence; escalate where required.
• Workflow & Systems Discipline
• Maintain accurate job tracking across:
• Update Tracker (including colour status)
• All work must show:
• Correct status
• Clear ownership
• Defined next action
• Ninactive or “unknown” jobs
• Data Integrity & Cleanliness
• Maintain clean ledgers with nduplication or miscoding
• Ensure:
• Suspense accounts are cleared promptly
• Aged debtors/creditors are accurate
• Bank feeds are reviewed regularly (not left unattended)
• Flag inconsistencies or anomalies early
• Escalation Awareness
• Identify and escalate:
• Unusual transactions
• Potential compliance risks
• Cashflow concerns
• Poor record-keeping from clients
• Any uncertainty in treatment
• Professional Standards
• Must comply with:
• HMRC requirements (including VAT and MTD regulations)
• Companies Act requirements (where relevant trecords)
• Data protection regulations
• Internal process and quality standards
• Confidentiality at all times
• Ongoing training in QuickBooks and Xerand bookkeeping standards

Essentials

• Minimum 3 years’ experience in a bookkeeping, accounts assistant, or similar finance role.
• Direct responsibility for preparing and issuing client invoices.
• Hands-on experience using at least one accounting system (QuickBooks, Xero, Sage, or similar).
• Strong attention tdetail and careful, structured approach twork.
• Confidence working with numbers and financial data.
• Clear, professional written and verbal English communication skills.
• Comfortable working collaboratively with remote colleagues.
• Proactive mindset and willingness ttake ownership of work.
• Working Environment & Equipment
• Office-based role in Nairobi.
• All equipment provided, including:
• Computer and monitors
• Headset and telephony systems
• Secure access trequired systems
• Candidates are not required tprovide their own equipment.
• Remuneration is aligned with experience and current market standards.