Finance & Office Administrator in Edinburgh

Please read the following job description thoroughly to ensure you are the right fit for this role before applying.

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. xgikmsk
• Liaise with customers, suppliers, engineers and internal teams to resolve finance and administration queries.
• Provide general office support, including calls, emails, document management, filing, supplie

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