Part-time Accounts Executive (Remote)

Job Description

Company Introduction

Our client is a boutique advisory firm.

Job Responsibilities and Duties

• Maintain and organise the IT folder, ensuring all documentation is current and easily accessible;
• Keep files systematically arranged for quick reference;
• Serve as the primary contact for the accountant and relevant government agencies as required;
• Manage invoicing processes efficiently;
• Coordinate VAT-related documentation and data requests related to Malta;
• Prepare monthly VAT returns for management review prior to submission to the accountant;
• Generate and send client invoices promptly using the Zoho invoicing system;
• Prepare timesheets for accurate client billing;
• Review consultants’ timesheets for payment processing and handle any necessary re-invoicing;
• Follow up on outstanding invoices by sending timely reminders;
• Monitor and record incoming payments in Excel to maintain accurate financial records;
• Address client inquiries related to invoices in a professional and timely manner;
• Initiate and process payments for approved invoices via online banking;
• Manage direct payments based on specified thresholds;
• Oversee travel expense reporting and ensure proper documentation;
• Draft client proposals using established templates;
• Prepare cash flow projections to support financial planning;
• Monitor and ensure that all Directors & Officers (D&O) and Professional Indemnity (PI) policies for clients remain up to date;
• Assist management by maintaining a comprehensive Excel checklist of key compliance tasks;
• Produce and update ad hoc reports for management using Excel, ensuring all data remains accurate and current.

Experience

• Possess an accounting background;
• Experience with accounting software is highly desirable;
• Strong proficiency in Microsoft Office applications, with advanced skills in Excel;
• Demonstrated experience in handling invoicing processes;
• Well-versed in preparing and managing financial reports.

Personal Skills

• Highly trustworthy with a strong sense of responsibility and integrity;
• Excellent communication skills in English, both written and verbal;
• Strong analytical mindset and problem-solving ability;
• Detail-oriented and precise in all financial tasks;
• Proactive and motivated to improve workflows through technology;
• Able to work independently while maintaining confidentiality.