QuickBooks Specialist

Position overview

GIGCMO Ltd is seeking an experienced QuickBooks (QB) Specialist and/or Analyst to support the accuracy, timeliness and integrity of our financial operations across multiple brands and projects. Reporting to the Controller and CEO, you will take ownership of day-to-day bookkeeping and reconciliations, month-end close, payroll preparation, VAT support and management reporting.

Key Responsibilities

1. QuickBooks ownership and transaction accuracy

• Own the accuracy of QuickBooks Online records, including bank and credit card feeds, categorisation and allocation by brand, project and customer.
• Process and review supplier bills, payments and accounts payable; manage accounts receivable and record customer payments.
• Manage multi-currency transactions and verify amounts against source documents.
• Maintain the QuickBooks product/service and chart structure in line with company standards, identifying and correcting errors.
• Ensure supporting documentation is obtained, matched and retained, and manage missing-receipt follow-up.

2. Billing and invoicing control

• Review time activities, estimates and billable/non-billable data to ensure invoices are accurate and timely.
• Prepare and verify invoices and statements before issue, ensuring appropriate approvals are in place.
• Investigate and resolve billing discrepancies and payment queries.

3. Payroll preparation and timesheet control

• Validate timesheets, resolve discrepancies and prepare payroll summaries for Controller approval.
• Maintain payroll records and supporting calculations, handling confidential information with discretion.

4. Month-end and year-end close

• Prepare bank and account reconciliations and complete month-end tasks to agreed deadlines.
• Prepare schedules and records for our UK accountants for Annual Accounts and Taxation, and respond to their queries.
• Maintain a clear audit trail and organised financial records.

5. Reporting, forecasting and analysis

• Prepare consolidated and brand-level Profit & Loss reports with variance commentary.
• Prepare and update cash flow forecasts and support budget monitoring.
• Carry out project-level financial and cost analysis, including overhead allocation.
• Produce expense summaries and management reports using advanced Excel (pivot tables, lookups, formulas).
• Respond to financial queries from the Controller, CEO and COO.

6. VAT and compliance

• Support quarterly UK VAT preparation and review, including identifying missing or non-compliant VAT documentation.
• Identify control weaknesses or anomalies and escalate them with recommendations.

7. Process improvement

• Recommend and implement improvements to finance processes, templates and checklists.
• Document finance procedures so they can be repeated and handed over.

Qualification and Experience

Essential

• Degree or equivalent in Accounting, Finance or a related field.
• 3-5 years' experience in accounting, bookkeeping or finance, including month-end close.
• Strong, demonstrable QuickBooks Online experience.
• Advanced Excel skills (pivot tables, lookups, data extracts and analysis).
• Experience with reconciliations, accounts payable and receivable.
• Excellent accuracy and attention to detail.
• Clear written and spoken English.
• Ability to prioritise multiple deadlines and work independently.
• Ability to handle confidential financial and payroll information with discretion.

Desirable

• QuickBooks ProAdvisor certification.
• Knowledge of UK VAT and UK accounting practices.
• Experience with multi-currency bookkeeping and cash flow forecasting.
• Experience with payroll preparation or timesheet-based billing.
• Experience working with external accountants or auditors.
• Familiarity with Basecamp and HubSpot.