Accounts and Office Administrator Full Time

About The Change

The Change Innovation Services Ltd and The Change Innovation Services GmbH support businesses across the UK, Germany, and internationally in unlocking value from innovation. We specialise in Intellectual Property strategy, Patent Box optimisation, and R&D tax incentives, helping companies identify, structure, and commercialise innovation while availing of relevant funding and tax benefits.

Our work spans multiple sectors and geographies, supporting both scaling SMEs and established organisations. Alongside this, we also support clients in areas such as sustainability strategy and reporting, aligning innovation with long-term commercial and environmental outcomes.

Following a recent internal restructure, we are now rebuilding with a leaner, more focused operating model; placing greater emphasis on strong internal processes, operational discipline, and scalable foundations for future growth.

Role Description

This is a full-time, office-based role in Belfast for an Accounts & Office Administrator.

This is a finance-led administrative position responsible for invoicing, bookkeeping support, reporting, payroll coordination, and maintaining core administrative workflows. The role is central to ensuring that work delivered across the business is accurately captured, structured, and translated into billable outputs. It plays a key part in maintaining alignment between timesheets, reporting, invoicing, and payment tracking; contributing directly to operational consistency and cash flow visibility.

You will work independently on core responsibilities while supporting the wider team to ensure financial and administrative processes run smoothly, accurately, and on time.

Qualifications

Essential:

• Experience in bookkeeping, accounts administration, or finance administration
• Strong organisational skills and ability to manage multiple priorities
• High attention to detail and accuracy
• Experience working with invoices, financial data, and reconciliations
• Proficiency in Microsoft Excel, Word, and Outlook
• Ability to work independently and maintain structured processes
• Strong communication skills for professional follow-up and coordination

• One recognised bookkeeping or finance-related certification, such as:
• AAT (Levels 1–3)
• ICB (Levels 2–4)
• IAB (Levels 1–4)
• AIPB Certified Bookkeeper
• NACPB Certified Public Bookkeeper

Strongly Preferred:

• Experience using QuickBooks and/or Xero
• Certification in QuickBooks or Xero
• Experience supporting VAT, PAYE, and payroll processes
• Experience in an SME, startup, or growing business environment
• Experience with timesheet-based billing or structured reporting

Desirable:

• Degree in Accounting, Finance, or a related field
• Experience improving internal processes, reporting templates, or administrative workflows

Key Responsibilities

Accounts & Financial Administration

• Raise and issue client invoices accurately and on time
• Maintain accurate, complete, and up-to-date financial records
• Support bookkeeping activities including reconciliations and transaction tracking
• Assist with VAT and PAYE processes, ensuring accuracy and timely submission
• Maintain audit-ready financial data

Credit Control & Payment Tracking

• Monitor outstanding receivables and maintain clear visibility of payment status
• Proactively follow up on overdue invoices
• Maintain accurate debtor records and payment tracking systems
• Handle client queries relating to invoices and payments

Timesheets, Reporting & Billing

• Collect, validate, and organise timesheet submissions
• Ensure alignment between timesheets, reporting, and invoicing
• Prepare and support structured monthly and recurring client reports
• Maintain and improve reporting templates and consistency

Payroll Coordination

• Support monthly payroll processes
• Liaise with external accountants and payroll providers
• Ensure payroll inputs are complete, accurate, and submitted on time

Office & Operational Administration

• Maintain internal administrative systems, trackers, and templates
• Ensure administrative cycles run effectively

(timesheets → reporting → invoicing → payment tracking)

• Track outstanding tasks and follow up to ensure deadlines are met
• Identify and implement improvements to increase efficiency and reduce errors

Working Style

This role would suit someone who:

• enjoys structured, repeatable, process-driven work
• takes ownership and follows tasks through to completion
• is proactive rather than reactive
• is comfortable working independently for much of the time
• can operate effectively in a growing business environment
• maintains consistency and attention to detail under changing demands

What Success Looks Like

• Financial records are accurate, complete, and consistently maintained
• Invoices are issued on time and payments are clearly tracked
• Timesheets are consistently submitted and validated
• Payroll inputs are organised and delivered without delay
• Reports are accurate, structured, and aligned with billing
• Administrative processes run smoothly with minimal errors or rework

Why Join The Change

• Join a business operating across international markets and innovation-led sectors
• Take ownership of core financial and administrative processes
• Work within a small, focused team where your contribution is visible
• Play a key role in ensuring client work is accurately captured, reported, and billed
• Contribute directly to cash flow visibility and operational consistency
• Help build and improve the systems that underpin delivery and revenue tracking
• Opportunity to grow with the business, or build long-term stability within a well-defined role