WFH Admin Assistant

Client Overview

Our client is a growing provider of third-party inspection services. They work with a team of five inspectors who travel and deliver assignments for clients across multiple markets. They run lean, process-driven operations and need dependable remote support behind the scenes to keep billing accurate and on time.

Job Description

You will be the person who keeps the billing engine running smoothly. You will own the invoicing and expense workflow from receipt review through to client-ready PDF invoices, so clients are billed quickly after every assignment. You will work directly with the Managing Director, mainly by email, and follow a clear process map. You will also take on executive assistant tasks that make a real difference to day-to-day operations. This is a part-time role with room to grow as volume increases, and it suits someone who takes pride in accuracy and works independently.

Schedule

• Flexible within UK business hours, 20h per week

Responsibilities

• Receive zipped receipt folders from inspectors and check each receipt against the inspector's invoice to confirm amounts and hours are accurate

• Transcribe verified hours and expenses into the company invoice sheet, entering GBP, EUR and USD receipts in the correct currency columns

• Produce PDF invoices for client submission so clients are billed quickly after each assignment

• Record VAT amounts from receipts on a separate spreadsheet so the accountant can prepare quarterly VAT returns

• Follow the established process map so every package is reviewed consistently

• Provide executive assistant support, such as scheduling, tracking messages and deadlines, and researching cost-effective travel connections

Must-Have Requirements

• High level of attention to detail to catch errors in receipt amounts and currencies

• Comfortable working with multiple currencies and spreadsheets

• Basic understanding of invoicing and expense tracking, including VAT on receipts

• Ability to follow a documented process or SOP consistently

• Strong written communication skills for remote, email-based work

• Ability to work independently and manage time on a part-time schedule

Nice-to-Have Requirements

• Bonus if you have prior experience in bookkeeping, accounts administration or expense processing

• It helps if you have experience supporting executives with scheduling or travel research

• Bonus if you have experience working remotely with international or UK-based teams

Why Join this Team?

• Fully remote role working directly with the Managing Director

• Clear, documented process map and SOP, so you know what good looks like from day one

• Starts at around 15 hours per week, with potential to grow as volume increases

• Month-to-month engagement intended for the long term

• Focused scope: invoice preparation and expense tracking, with an external accountant handling payroll, taxation, VAT and company filings

• Variety through ad hoc executive assistant tasks such as scheduling and travel research