Working Hours: Monday–Friday,
Type: Full-Time,
Introduction to the Role
Optimise
Outsourcing is seeking for a Bookkeeper to maintain accurate, up-to-date
financial records using QuickBooks, and Xero where applicable, ensuring
compliance, supporting reporting, and enabling timely progression of work
without escalation.
Client Overview
Our client is a well-established UK-based accountancy practice supporting a diverse portfolio of small and medium-sized businesses. Known for their accuracy, reliability, and commercially focused approach, they play a key role in helping clients maintain clean financial records and make informed decisions. Bookkeeping sits at the heart of the business, underpinning management accounts, reporting, and compliance.
The firm operates in a fast-paced, deadline-driven environment where attention to detail, ownership, and consistency are essential. You will be part of a collaborative team working across multiple clients, with responsibility for maintaining accurate financial data, identifying discrepancies, and ensuring records are always up to date and audit-ready. This is an excellent opportunity for a detail-oriented Bookkeeper who takes pride in producing high-quality work and thrives in a structured, professional environment. For GDPR and confidentiality reasons, the client’s identity will be disclosed at the interview stage.
Role Outcomes (What Good
Looks Like)
- The Bookkeeper is successful when:
- Client records in QuickBooks or Xero are accurate and up to date at
all times
- Bank and balance sheet reconciliations are complete and correct
- VAT returns are prepared accurately and on time as required
- MTD compliance is met
- Data is clean, consistent, and review-ready
- Minimal corrections are required at review stage
- Queries from Accountant/Penny are limited and non-repetitive
- Workflow progresses without delay or backlog
Key Responsibilities
The
Bookkeeper is accountable for:
- Bookkeeping & Technical Delivery (QuickBooks)
- Maintain complete and accurate records in QuickBooks Online, or Xero
including:
- Bank transaction posting and allocation
- Bank, credit card, and loan reconciliations
- Documentation matches Balance Sheet for bank statements/loans etc
- Purchase invoice and expense processing to correct Chart of
Accountants
- Sales invoice posting and receipt allocation
- Maintenance of accurate ledgers (debtors, creditors, nominal)
- VAT return preparation and submission support, where required
- MTD submission were required
- Recode items as required for VAT and Year End
- Journal entries (within competence)
- Maintaining clean audit trails for pay roll, VAT and YE Accounts
All
work must:
- Be correctly coded and consistently applied
- Be supported with appropriate documentation
- Be fully reconciled (no unexplained differences)
- Be ready for Accountant review without material gaps
Deadline
Ownership
- Maintain awareness of all assigned deadlines (VAT, MTD, month-end,
and reporting cycles)
- Ensure:
- Work is started early
- Missing information is requested promptly
- Issues are identified early
- No deadline becomes urgent due to delay
Client
Communication
- Respond to client queries within 1 business day.
- Communication must be:
- Clear and professional
- Aligned with the client tone and standards
- Practical and commercially aware
- Free from unnecessary technical jargon
- Must not provide advice outside competence; escalate where required.
Workflow
& Systems Discipline
- Maintain accurate job tracking across:
- Update Tracker (including colour status)
- All work must show:
- Correct status
- Clear ownership
- Defined next action
- No inactive or “unknown” jobs
Data
Integrity & Cleanliness
- Maintain clean ledgers with no duplication or miscoding
- Ensure:
- Suspense accounts are cleared promptly
- Aged debtors/creditors are accurate
- Bank feeds are reviewed regularly (not left unattended)
- Flag inconsistencies or anomalies early
Escalation
Awareness
- Identify and escalate:
- Unusual transactions
- Potential compliance risks
- Cash flow concerns
- Poor record-keeping from clients
- Any uncertainty in treatment
Professional
Standards
- Must comply with:
- HMRC requirements (including VAT and MTD regulations)
- Companies Act requirements (where relevant to records)
- Data protection regulations
- Internal process and quality standards
- Confidentiality at all times
- Ongoing training in QuickBooks and Xero and bookkeeping standard
Qualifications &
Experience
- Minimum 3 years’ experience in a bookkeeping, accounts assistant, or
similar finance role.
- Direct responsibility for preparing and issuing client invoices.
- Hands-on experience using at least one accounting system
(QuickBooks, Xero, Sage, or similar).
- Strong attention to detail and careful, structured approach to work.
- Confidence working with numbers and financial data.
- Clear, professional written and verbal English communication skills.
- Comfortable working collaboratively with remote colleagues.
- Proactive mindset and willingness to take ownership of work.
Working Environment &
Equipment
- Office-based role in Nairobi.
- All equipment provided, including:
- Computer and monitors
- Headset and telephony systems
- Secure access to required systems
- Candidates are not required to provide their own equipment.
- Remuneration is aligned with experience and current market
standards.
How to Apply
To be
considered for this role, applicants must complete ALL the following:
Step 1 — complete the mandatory assessment
Step 2 — Upload your CV and cover letter via the assessment portal
Step 3 — Submit your application for review
