The art of the perfect fit

Bookkeeper, Art Gallery

Posted: 02.05.2023
Contract Type: Part-time
Job Type: Permanent
Pay: Dependent on experience
Location: London, UK
Tenure: Permanent
Job description:

Our client, an art gallery in London, is seeking a part time bookkeeper to join team. The international gallery was founded in 2010 with galleries internationally.

Roles & Responsibilities:

Weekly

  • Check and respond to relevant emails as required from accounts@ email address.
  • Capture and allocate all bills to relevant exhibition or artist in Xero – request missing invoices from registrar, press or directors. (This might be reviewed to streamline the requests to one colleague.)
  • Reconcile all transactions and multi-currency bank accounts in Xero
  • Keep track of aged payables and aged receivables; plan for payments going out cash flow dependant (expected sale/monies coming in)
  • Pay bills
  • Post sales invoices raised by sales team, to Xero
  • File hard copy documents in relevant office files

Monthly

  • Payroll – liaise with external agent
  • Add iZettle and credit card transactions to Xero
  • Submit staff expenses to directors for approval prior to processing, and pay same day as employee salaries
  • Prepare monthly management accounts with a view on what needs done to meet the allocated budgets
  • Keep track of costs, making sure when nearing the budget allocated director is informed

Quarterly

  • VAT return – document retrieval, reconciliation and liaise with external accountants (re margin scheme and other things)
  • Review relevant export and shipping documents for sales made during the quarter
  • Liaise with directors on commission payments due to employees and send to external payroll agent along with the monthly payroll details

Annually

  • Liaise with external accountants in preparation of year-end accounts Stock take via inventory report with assistance from the directors and the registrar

Skills & Experience:

  • Book Keeper with AAT, qualified by experience or similar
  • Past experience in a gallery would be preferred
  • Xero and Art Logic experience advantageous