Financial Officer / Bookkeeper, Contemporary Gallery

Our client, a contemporary gallery in central London with a special focus in promoting art from all corners of the globe, is seeking an experienced bookkeeper with gallery experience to work with external accountants. This role would suit a sole charge Bookkeeper looking for part-time consultant work, and full-time position might be considered down the line.

Roles & responsibilities:

Weekly

• Check and respond to relevant emails as required from accounts@ email address
• Use Artlogic software to access sales, inventories and reports
• 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 cashflow dependant (expected sale/monies coming in)
• Pay bills via Barclays.net
• Post sales invoices raised by sales team, to Xero
• File hard copy documents in relevant office files
• Ensuring that invoices relating to property management, construction supplies and capital allowances are correctly submitted according the external accountant’s memo

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
• Assist 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
• Assisting with Forecasting and Budgets

Skills & experience:

• Xero and Art Logic experience essential
• Past experience in a gallery essential
• Bookkeeping experience, AAT level 3/4 qualified preferable
• Experience with and/or knowledge of property management, construction services invoicing and capital allowances preferable