Bookkeeper, International Gallery

The main function of the role of the Bookkeeper is to support the Finance Manager in accounting for all gallery costs and ensuring that payments are made in a timely manner. The job role will cover reviewing and processing all purchase ledger invoices and staff expense entries, plus completing daily bank reconciliations. With the long-term view of taking full ownership of the AP function, Bank Reconciliations, plus reporting on Exhibition profitability and Gallery Overheads.

General Finance

• Complete bank reconciliations on a daily basis.
• Monitor the status of all bank accounts and staff credit cards.
• Update operating system on all incoming receipts and outgoing payments.
• Act as point of contact for the Finance Team.
• Aid with month end activities.

Accounts Receivable (AR)

• Manage gallery sales of low value items such as books and catalogues.
• Assist in drafting shipping and non-artwork invoices.

Accounts Payable (AP)

• Reviewing AP payment requests and ensuring correct approval has been obtained.
• Posting AP invoices and setting up the regular AP payment runs on accounting software.
• Entering cost data into the global operating system.
• Preparing payments on the online banking system.
• Responding to internal and external queries on AP payment statuses.
• Assisting the Finance Manager on AP statement reconciliations.

Staff Expenses (AP)

• Sending the Credit Card reports to staff to help them complete their monthly expense.
• Checking and approving all credit card expenses by staff.
• Assisting the bank reconciliation of credit card expenses.
• Ensuring all credit card expenses are correctly recorded in the accounting software.
• Compiling staff expense reports

Exhibition Reports (Reporting)

• Assisting the Finance manager to pull exhibition spend reports.
• Liaising with staff to ensure that all costs are captures.
• Assisting the Finance manager with pulling budget reports.
• Liaise with staff to ensure that all costs are capture.

Skills & Qualifications

• Some relevant finance experience and/or a suitable Accounting/Finance/Business qualification.
• Strong Excel skills, plus confidence with using Microsoft Office and accounting software.
• Good communication skills and the ability to work with multi-disciplinary teams in the UK and around the world.
• Excellent attention to detail.