Finance & Office Administrator

Finance & Office Administrator

Location: Edinburgh Salary: Competitive, DOE Contract: 12–18 Month Fixed-Term Contract – Maternity Cover Hours: Part-time, 3 days per week, office-based Start Date: Ideally October 2026

The Opportunity

Caledonian Heating & Plumbing Ltd is looking for an experienced Finance & Office Administrator to join the team on a fixed-term basis, providing maternity cover and ensuring the smooth running of day-to-day finance and office administration.

This is a varied and hands-on position, combining finance administration, bookkeeping, job costing and general office support. You'll play an important role in keeping financial records accurate and up to date, supporting invoicing and cash flow, and ensuring managers and operational teams have the information they need.

Working closely with Directors, managers, engineers, customers, suppliers and external advisers, this is an ideal opportunity for an organised and experienced finance administrator who enjoys working in a busy SME environment.

Key Responsibilities

• Maintain accurate day-to-day financial records, including sales, purchases, expenses and bank transactions.
• Prepare and issue customer invoices and credit notes, ensuring supporting job information and purchase orders are accurate.
• Process, code and match supplier invoices, resolving discrepancies and preparing authorised payment information.
• Complete regular bank and control account reconciliations, investigating and resolving outstanding items.
• Maintain accounts receivable, accounts payable and aged debt records, supporting credit control and escalating overdue or disputed balances.
• Support job costing and work-in-progress, checking labour, materials, subcontractor costs and completion information.
• Monitor completed work awaiting invoicing and follow up on missing timesheets, purchase orders, costs and supporting documentation.
• Prepare regular finance and management information for Directors, including cash, aged debt, creditor and cost information.
• Collate and check payroll, overtime, mileage and expenses information before submission.
• Liaise with customers, suppliers, engineers and internal teams to resolve finance and administration queries.
• Provide general office support, including calls, emails, document management, filing, supplier/customer records and work-order administration.
• Maintain organised, accurate and confidential financial and administrative records.
• Support the documentation and handover of key finance and administration processes throughout the fixed-term contract.

About You

We're looking for someone with proven experience in bookkeeping or finance administration, ideally within an SME or commercial service environment.

You'll be confident managing a range of finance processes and comfortable working independently while also supporting colleagues across the wider business.

You'll bring

• Previous hands-on experience across sales ledger, purchase ledger, invoicing and bank reconciliations.
• Experience with credit control and maintaining accurate financial records.
• A good understanding of bookkeeping principles, invoice controls and VAT.
• Strong attention to detail and a high level of accuracy.
• Excellent organisation skills and the ability to manage competing deadlines.
• Confidence using accounting software, Excel, Outlook and digital systems.
• Strong written and verbal communication skills, with a professional telephone manner.
• A discreet and trustworthy approach when handling financial, payroll and customer information.
• The ability to work proactively, use initiative and provide reliable general office support.

Desirable: Experience within engineering, construction, facilities, trades or another job-costed service business, along with knowledge of Sage, Xero, QuickBooks, WIP/job costing or payroll administration. AAT, IAB, ICB or equivalent qualifications would also be advantageous.

What You'll Be Doing

This role sits at the heart of the company's finance and administration processes, helping to ensure that work is costed accurately, invoiced promptly and financial records remain complete and up to date.

You'll work closely with the Managing Director and wider management team, as well as operational colleagues, customers, suppliers and the external accountant. You'll also be responsible for ensuring key finance processes continue smoothly throughout the maternity-cover period.

A structured handover will be provided ahead of the current Administration Manager's planned maternity leave, giving you the opportunity to become familiar with the company's systems, processes and priorities.

About Caledonian Heating & Plumbing Ltd

Caledonian Heating & Plumbing Ltd is a commercial service business based in Edinburgh, with a close-knit team working across finance, administration and operational functions.

This is an opportunity to join a business where your finance and administrative expertise will have a direct impact on the smooth running of day-to-day operations.

If you're an experienced Finance & Office Administrator looking for a varied part-time fixed-term opportunity, we'd love to hear from you. Apply today.

No agencies please.