Account Administrator / Office Administrator

Lymewood Architectural Joinery designs and manufactures bespoke timber windows, doors, orangeries and conservatories. Our workshop is in Longsdon, near Leek in Staffordshire. Established in 2001, we have built a well respected brand within the industry and are growing at a rapid pace.

We have an exciting opportunity for an Accounts & Office Administrator to work in our busy office environment. This is an excellent position for an enthusiastic, self-motivated person who is looking for a varied and engaging role.

Responsibility as the office administrator is to oversee the administration activities that facilitate the smooth running of the office, organising people, information and liaising with the workshop. You will be responsible to ensure the business records are up to date and all administrative processes work effectively.

Proactiveness is imperative to ensure the effective running of the office: raising items with the managing director in a timely manner to see actions through to conclusion.

You will need to be able to "think on your feet" and have a "hands on" approach to problem solving.

Your duties will include but not be limited to:

• Financial & VAT management
• Answering the telephone, fielding calls, taking messages, speaking to customers and suppliers
• Maintaining online and paper filing systems
• Use a range of software, including outlook, excel and customised databases, to ensure the efficient running of the office
• Coordinating schedules, appointments and bookings, manage online diaries and office / workshop whiteboards
• Monitor and maintain office and workshop supplies
• Maintain a detail log of actions to ensure all tasks are completed to conclusion

Financial & VAT management (using XERO)

• Quarterly VAT Returns: Take full ownership of the end-to-end quarterly VAT return process using Xero, ensuring accurate reconciliation and strictly meeting HMRC deadlines.
• Xero Management: Maintain accurate digital records in Xero, including bank reconciliations, data entry, and matching receipts to transactions.
• Accounts Payable/Receivable: Process supplier invoices, issue client invoices, and chase outstanding payments politely and effectively.
• Candidate must have extensive experience of XERO

Product Knowledge

• A desire to grow and develop a working knowledge of the product range Lymewood manufactures to talk in a knowledgeable way to customers

Customer Relationships

• Effective communication with customers across the lifecycle of their interaction with Lymewood Architectural Joinery (ie from initial lead through to completion of work)
• Support in the production of quotations, contracts and customer related documentation to the highest standards
• Effective customer liaison to ensure all decisions are made ahead of manufacture (ie colours, ironmongery)
• Timely invoicing and credit control
• Maintain lead time schedule in conjunction with the workshop activity
• Proactive management of leads from shows and exhibitions
• Communication is key in all customer interactions

Supplier Relationships

• Effective communication with suppliers and third parties
• Effective negotiation skills to drive the best price with suppliers
• Timely payment of supplier invoices
• Effective record keeping to align supplier information (ie purchase orders, invoices, delivery note)
• Maintain Lymewood vehicles to ensure all insurances, MOT's and tax is up to date
• Timely provision of information relating to suppliers (ie energy meter readings)
• Maintain Lymewood business insurance to ensure all policies / liabilities are up to date.

Skills:

Previous office experience is essential

Extensive experience of using Xero and quarterly VAT returns - this is essential**.** Proven, hands-on experience managing financial accounts and submitting VAT returns specifically via Xero (Xero certification is a strong plus).

VAT Knowledge: Solid understanding of UK VAT regulations, Making Tax Digital (MTD) rules, and eligible/ineligible business expenses.

Experience: Minimum of 2–3 years of experience in an office administration, bookkeeping, or accounts assistant role.

Attention to Detail: Exceptional accuracy in data entry and a sharp eye for identifying financial discrepancies.

Organization: Strong time-management skills with a proven track record of meeting strict financial deadlines.

Outstanding communication and interpersonal abilities with a high standard of written and verbal skills is a must

Excellent organisational skills with a good knowledge of MS Office.

Pleasant and friendly disposition

Strength of character who isn't afraid to chase up requests for payment / information or problem solve is key

Hours of Work

Flexible and can be discussed

Looking for a part time candidate (hours to be negotiate)

Salary

Negotiable and will be discussed during interview stage

Benefits:

• Company pension
• On-site parking

Experience:

• Xero: 3 years (required)
• Office: 3 years (required)

Licence/Certification:

• UK Drivers License (preferred)

Work Location: In person