Accounts Administrator Job Description and Responsibilities

An Accounts Administrator provides reliable day to day financial and administrative support to the accounting function. This role is suitable for candidates with a strong attention to detail, foundational bookkeeping knowledge and a methodical approach to processing invoices, reconciliations and financial records.

Accounts Administrator Job Profile

The Accounts Administrator is responsible for maintaining accurate financial records and supporting routine accounting processes to ensure timely and compliant financial operations. The role exists to process transactional finance activity, assist with month end tasks and provide clear, auditable documentation to internal stakeholders and external parties.

This position requires close collaboration with finance colleagues, procurement and operational teams to resolve queries, maintain ledgers and contribute to process improvements that enhance accuracy and efficiency.

Accounts Administrator Job Description

The Accounts Administrator will undertake daily processing of supplier and customer invoices, manage credit control activity, and perform reconciliations of selected accounts. The role involves preparing documentation for payments, recording transactions in the accounting records and ensuring supporting paperwork is complete and filed correctly. Accuracy and compliance with internal controls are essential expectations.

The post holder will support month end routines by preparing schedules, assisting with accruals and prepayments and producing basic management information as required. The role operates within defined procedures and requires effective prioritisation to meet deadlines and respond to routine audit and information requests.

Regular interaction with colleagues across finance and other departments is expected to resolve discrepancies, chase missing information and support continuous improvement of accounting processes. The position demands confidentiality, professional communication and a proactive attitude to identifying and escalating issues.

Accounts Administrator: Duties and Responsibilities

• Process supplier invoices and match to purchase orders or delivery documentation where applicable
• Prepare, schedule and support supplier payments in line with payment terms and controls
• Record customer invoices and follow up on outstanding balances through structured credit control activity
• Reconcile bank accounts, supplier statements and control accounts on a regular basis
• Maintain accurate general ledger entries and ensure timely posting of journal adjustments
• Prepare month end schedules for accruals, prepayments and other routine balance sheet items
• Assist with VAT or tax documentation preparation and support compliance activities
• Manage petty cash and expense claims in accordance with company policy
• Respond to supplier and customer queries and resolve discrepancies with appropriate documentation
• Support internal and external audit requests by supplying requested schedules and evidence
• Maintain orderly filing and retention of financial records to meet audit and regulatory requirements
• Contribute to process improvements and automation opportunities to increase efficiency and reduce error
• Prepare basic management information and assist with financial reporting tasks as required
• Collaborate with cross functional teams to ensure accurate coding and timely transaction processing

Accounts Administrator: Requirements and Qualifications

• Minimum of 1 to 3 years practical experience in a finance or accounts role
• Formal accounting qualification or working towards a recognised bookkeeping or accounting certificate preferred
• Strong numeracy and attention to detail with a methodical approach to tasks
• Good understanding of double entry bookkeeping and basic accounting principles
• Experience preparing reconciliations and supporting month end activities
• Ability to manage competing priorities and meet tight deadlines with accuracy
• High level of confidentiality and professional integrity when handling financial information
• Effective written and verbal communication skills for liaison with suppliers, customers and colleagues
• Proficiency in using spreadsheets and creating simple financial reports
• Strong organisational skills with the ability to maintain accurate records and audit trails
• Problem solving mindset with the ability to identify discrepancies and escalate appropriately
• Flexible team player who can work independently and support continuous improvement efforts