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Full job description
This is the job description for the Finance Assistant role at Palmer & Co. This job description outlines how your role as Finance Assistant contributes to Palmer & Co., setting out key responsibilities without covering every possible task.
In a small family business, everyone has a part to play. We count on individuals who take ownership, step up when needed, and work together to get the job done. There will be times when you need to go beyond what’s written here – that’s how we succeed as a team.
Use this as a guide, but don’t let it limit your contribution. There’s always room to grow, improve, and make a real impact.
About Palmer & Co.
At Palmer & Co., we don’t just clean windows—we solve problems, take on challenges, and set the standard for high-level access services across Scotland. As a family business since 1932, we combine tradition with technology to keep commercial properties safe, clean, and well-maintained.
Every job is different, and we take pride in finding the right solution—working safely, effectively, and always to the highest standard. Our reputation is built on excellence, innovation, and teamwork, and we rely on people who take ownership and get stuck in. The Finance Assistant supports the finance team by managing daily financial tasks such as invoicing, expense tracking, and account reconciliations. They ensure accurate record keeping and assist in preparing financial reports to support decision making. By maintaining organised financial data, they help the company stay compliant with regulations and improve cash flow management. They also liaise with suppliers and internal teams to process payments and resolve financial queries. Ultimately, their role contributes to the smooth and efficient operation of the company’s financial processes.
Shared Responsibilities
Regardless of the role, we expect everyone in Palmer & Co. to contribute to the following shared responsibilities:
1. Represent Palmer & Co. with professionalism – represent professionally in all interactions.
2. Take ownership of safety and quality – Maintain high standards of quality and reliability. Take ownership and contribute positively to the wider team.
3. Look after company equipment and resources – Treat tools, vehicles, and materials with care to maintain efficiency and reliability.
4. Live our values in everything you do – Work with determination, integrity, and teamwork to contribute to our success.
5. Step up and solve problems – Approach challenges with a problem-solving mindset, taking responsibility to find solutions.
Specific Responsibilities of the Role
6. Processing Invoices: Handle supplier and customer invoices, ensuring accuracy and timely payments.
7. Bank Reconciliations: Match financial transactions with bank statements to maintain accurate records.
8. Expense Tracking: Monitor and record company expenses to support budgeting and cost control.
9. Payroll Support: Assist in payroll processing, ensuring employee salaries and deductions are correct.
10. Accounts Payable Management: Process payments to suppliers, ensuring timely and accurate transactions.
11. Accounts Receivable Management: Track outstanding invoices and follow up on overdue payments.
12. Financial Data Entry: Maintain accurate financial records in accounting software or spreadsheets.
13. VAT & Tax Compliance: Assist in preparing tax returns and ensuring compliance with financial regulations.
14. Preparing Financial Reports: Support the finance team by compiling reports on cash flow, expenses, and revenue.
15. Assisting with Budgeting: Help track and maintain budget allocations for different departments.
16. Processing Expense Claims: Verify and reimburse employee expenses while ensuring policy compliance.
17. Liaising with Auditors: Provide necessary documents and data for internal and external audits.
18. Maintaining Financial Records: Organise and file invoices, receipts, and financial statements for record-keeping.
19. Supporting Month-End & Year-End Closing: Assist in closing financial accounts and preparing statements.
20. Handling Financial Queries: Respond to internal and external finance-related inquiries promptly.
Essential Skills and Behaviours
1. Numeracy & Accuracy: Strong mathematical skills and attention to detail in financial calculations.
2. Financial Software Proficiency: Experience with accounting tools like Xero, Excel.
3. Data Entry & Record-Keeping: Ability to input and maintain accurate financial records.
4. Bank Reconciliation Knowledge: Understanding of matching transactions with bank statements.
5. Understanding of Accounting Principles: Basic knowledge of bookkeeping and financial processes.
6. Time Management: Ability to meet deadlines for payroll, invoicing, and financial reporting.
7. Problem-Solving: Ability to identify and resolve discrepancies in financial records.
8. Confidentiality & Integrity: Handling sensitive financial data with discretion and professionalism.
9. Detail-Oriented: Ensures financial accuracy and avoids costly errors.
10. Proactive & Organised: Manages multiple financial tasks efficiently.
Key Metrics / KPIs / Measures of Success
The table below details how performance in your role will be measured, including key performance indicators (KPIs) and targets. These metrics help clarify expectations, track progress, and contribute to Palmer & Co.’s overall success.
Objective
Key Metric / KPI
Target / Benchmark
Measurement Frequency
Notes / Comments
Ensure Timely Invoice Processing
Number of invoices processed on time
100% within payment terms
Weekly / Monthly
Delayed invoices can affect cash flow and supplier relationships
Maintain Accurate Financial Records
Accuracy of financial data entries
99% error-free records
Monthly
Reduces discrepancies and ensures compliance
Improve Bank Reconciliations
Completion of reconciliations on time
100% reconciliations completed monthly
Monthly
Ensures accuracy in financial records
Ensure Timely Payroll Processing
Payroll accuracy and deadline compliance
100% accuracy, processed by set deadline
Monthly
Prevents payroll disputes and maintains employee trust
Reduce Outstanding Debts
Accounts Receivable Collection Rate
90%+ collected within payment terms
Monthly
Ensures cash flow stability
Handle Expense Claims Efficiently
Average processing time for expense claims
Within 5 working days
Weekly / Monthly
Improves efficiency in employee reimbursements
Support Budgeting & Forecasting
Timely preparation of financial reports
100% of reports submitted by deadlines
3 Monthly
Supports informed decision-making
Pay: From £29,000.00 per year
Benefits:
- Company pension
- Health & wellbeing programme
- On-site parking
Work Location: In person