Transformation & Projects Assistant

About Quest

Quest Accounting Services Ltd is a growing accountancy practice supporting individuals, sole traders and limited companies with accounts, tax, payroll and advisory services. We are investing in how we work: better systems, cleaner data, stronger client experience and preparation for Making Tax Digital for Income Tax from April 2027.

The role

You will work alongside our Transformation & Innovation lead to keep internal projects moving, from planning through to delivery. It is a hands-on role with real ownership, working across operations, client onboarding, HR, marketing and leadership.

What you will do

• Project management and process improvement: support internal projects including MTD 2027 readiness, outsourcing trackers, client data completeness and events; track project progress and produce regular status reports for leadership; suggest process improvements and new trackers; reduce duplicated work and improve visibility of tasks, deadlines and decisions across all workstreams
• Meetings and actions: take minutes; record decisions; capture actions with owners and deadlines; circulate minutes and actions promptly, add them to the Action Tracker and follow up until closed
• Trackers and RAID management: set up and manage a RAID log (risks, assumptions, issues, dependencies) and a decision log, tracking owners, deadlines and outcomes; maintain trackers for credit control, accounts on hold, fees, onboarding, disengagements, Google reviews, referrals and gifts, team days out and gifts, post and actions; keep processes documented so work can be handed over smoothly
• People and culture: support people and culture initiatives, including team engagement, new starter onboarding and HR documentation; help plan team days out and gifts and record costs; prepare the Christmas party proposal (venues, dates, costs, attendance)
• Training content: help create and manage training content for the team, including monthly training sessions, guides and process documentation; coordinate sessions and keep materials organised and up to date
• Communications management: support internal and external comms, including team announcements, the weekly internal news bulletin and video, and social media and marketing; keep up with industry news; build simple reports and dashboards for leadership
• Engager administration: clear outstanding red indicators; organise the Engager information mailbox; follow up missing client information; make sure emails and tasks are actioned or assigned to the right person
• Client onboarding and disengagements: maintain the onboarding tracker and chase missing information; announce disengagements to the team with clear background (e.g. company directors); monitor Letters of Disengagement and professional clearance; remove software access and licences (QuickBooks, FreeAgent, HMRC dashboard); update records and close internal tasks
• Post management: keep the post log; record incoming and outgoing correspondence; make sure important documents reach the right person and follow up any actions
• Service fee management: complete outstanding fee reviews across all Account Managers' clients; follow up clients who have not agreed; record agreed fees, objections and outstanding responses; keep the fee tracker complete; make sure invoices reflect agreed fees; escalate unresolved disputes
• Credit control and invoicing: raise invoices, monitor outstanding balances and chase overdue payments; speak with clients about balances and record payment plans; place accounts on hold after three missed payments; refer balances over £1,000 to our debt collection partner and manage those cases; liaise with bookkeeping on queries and credit notes; check invoices and payments are in order before work proceeds

What we are looking for

• Experience in a project support, operations, business support or administrative role (credit control, invoicing or accountancy experience is a plus)
• Strong organisation: you manage multiple deadlines and follow through without reminders
• Clear, concise written and verbal communication
• Confident with Microsoft 365, especially Excel and PowerPoint; dashboards or reporting tools a plus
• Comfortable working with senior stakeholders and with team members in different locations and time zones
• Proactive, curious and keen to improve how things are done

Pay: £22,000.00-£28,000.00 per year

Benefits:

• On-site parking
• Transport links

Ability to commute/relocate:

• Milton Keynes MK9 1FE: reliably commute or plan to relocate before starting work (required)

Experience:

• Project coordination: 2 years (preferred)

Language:

• English (required)

Work authorisation:

• United Kingdom (required)

Work Location: In person