The art of the perfect fit

Financial Officer / Bookkeeper, Contemporary Gallery

Posted: 12.06.2023
Contract Type: Full-time
Job Type: Permanent
Pay: Dependent on experience
Location: London, UK
Tenure: Contract
Job description:

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:


  • 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
  • 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


  • 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


  • 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


  • 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