Senior Finance Administrator

Purpose & Objectives

This role supports the wider finance team by overseeing critical accounting processes, maintaining strong financial controls, and ensuring compliance with HMRC legislation (including CIS and VAT). The Senior Finance Administrator also contributes to the continuous improvement of finance processes and provides guidance, training, and support to other finance staff.

Accounts Payable & Payment Control 

• Manage end-to-end supplier and subcontractor invoice processing, ensuring accurate coding, appropriate approvals, and compliance with CIS and reverse charge VAT. 
• Oversee weekly and monthly payment runs, ensuring supplier and subcontractor records are accurate and bank details verified. 
• Maintain strong control over supplier accounts, resolving discrepancies and managing the aged creditors report. 
• Perform monthly bank reconciliations, resolving unmatched entries and maintaining accurate payment records. 

Construction Finance & Subcontractor Compliance

• Prepare and submit monthly CIS returns and maintain accurate subcontractor verification records. 
• Ensure CIS, VAT and reverse charge rules are consistently applied and documented. 
• Lead the setup and ongoing maintenance of suppliers and subcontractors in the accounting systems (Sage/QuickBooks). 
• Communicate professionally with suppliers and subcontractors regarding payments, compliance requirements, and account queries. 
  
Accounts Receivable & Credit Control 

• Oversee accurate and timely sales invoicing, including retentions and CIS suffered. 
• Reconcile weekly sales to project forecasts and maintain accurate debtor information. 
• Lead credit control activity, ensuring overdue debt is followed up promptly and escalated where necessary. 
• Maintain and distribute aged debtor reporting. 

Reporting, Compliance & Documentation 

• Oversee key monthly reconciliations (vehicles, tools, driver reports, inter-company charges) and ensure all records are accurately filed and maintained. 
• Prepare and submit quarterly VAT returns, and ensure consistent compliance with CIS, VAT and reverse charge regulations. 
• Maintain strong internal controls, up-to-date documentation, and audit-ready records, including regularly reviewed and updated SOPs. 
  
Process Improvement, Development & Training 

• Mentor and support other finance staff, overseeing task allocation and quality control 
• Support the ongoing improvement of finance processes, procedures, and controls across the department. 
• Actively develop technical knowledge (e.g., CIS, reverse charge VAT, finance systems) and participate in training to support continuous improvement. 
• Build capability to provide cover across wider finance and administrative functions when required.

Qualifications 

• AAT Level 3 or Level 4 (or equivalent experience).  
• GCSE Maths & English (minimum Grade C/4 or above).  
• Further finance qualifications advantageous (AAT, ACCA, CIMA progression welcomed).  
• CIS and/or construction finance training desirable. 

Skills & Experience 

• Minimum 3–5 years of experience in a finance or accounts role, ideally within construction or a CIS-regulated environment.  
• Strong understanding of accounts payable, accounts receivable, reconciliations, and general ledger processes.  
• Experience completing CIS returns and applying reverse charge VAT (or willingness/ability to learn quickly).  
• Competent user of Sage and/or QuickBooks, with strong general systems capability.  
• Excellent numeracy, accuracy, and attention to detail.  
• Strong communication skills with the ability to build professional relationships with suppliers, subcontractors, and internal teams.  
• Proven ability to manage workload independently, prioritise effectively and meet deadlines.  
• A process-driven mindset with a willingness to improve systems and ways of working.  
• High level of discretion, professionalism, and confidentiality. 

Key Performance Indicators 

Accuracy & Timeliness of Processing 

• Supplier and subcontractor invoices processed within agreed timelines with minimal errors.

Compliance 

• 100% on time submission of CIS and VAT returns. 
• Accurate application of CIS and reverse charge VAT rules. 

Reconciliations 

• Bank, supplier, vehicle, tool, and intercompany reconciliations are completed monthly and on time. 

Cashflow Effectiveness 

• Aged creditors and debtors kept within agreed targets. 
• Overdue debt is followed up promptly in line with credit control procedures. 

Process & Team Contribution 

• Active contribution to improving finance processes and keeping SOPs up to date. 
• Positive support and knowledge sharing with other finance staff. 

Working Conditions 

• Location: This position is typically based in an office environment, with the possibility of occasional remote working 
• Hours: Full -time, standard business hours, with occasional overtime required during peak periods, such as pay week. 

By fulfilling these responsibilities, the Senior Finance Assistant helps maintain accurate financial records and, through strong communication, organisation, and reporting, supports the company’s overall financial stability and operational efficiency.