Administrative Assistant Accounts Payable

Company: Universal LubricantsLocation: On-SiteOffice Base: East LondonWorking Hours: Full-Time

About Us

Universal Lubricants is a well-established and forward-thinking supplier of premium engine oils and lubricants to the automotive and industrial sectors. We offer a high-quality product portfolio through our partnerships with leading brands, including Fuchs, Atlantic Lubricants (sole UK distributor), and Millers Oils.

Our reputation is built on delivering both exceptional products and outstanding customer service to a diverse and growing client base. As part of our continued expansion, we are seeking a reliable, detail-oriented, and proactive Bookkeeper to manage our daily financial activities and support our business growth.

The Role

This is a full-time, office-based position. Based at our London office, you will take full ownership of our day-to-day financial record-keeping, ensuring our ledgers and accounts remain accurate, compliant, and up to date.

Reporting directly to Operations Manager, you will work closely with internal teams, while also acting as a key point of contact for external stakeholders. Utilising Xero as our core accounting platform, you will manage our invoicing, reconciliations, and general ledger maintenance, contributing directly to the smooth running of our business operations.

Key Responsibilities

• Financial Record Keeping: Maintain highly accurate financial records and daily bookkeeping entries to ensure up-to-date ledgers.
• Xero Management: Manage daily accounting activities, recording all expenses, payments, and receipts accurately within Xero.
• Invoicing & Reconciliations: Process sales and purchase invoices, perform daily bank reconciliations, and closely monitor accounts payable and receivable.
• Credit Control: Prepare and send customer statements when required, proactively managing debtor queries.
• Reporting & Compliance: Assist with the preparation and filing of VAT returns and financial reports while keeping all financial records strictly confidential.
• Administrative Support: Maintain highly organised digital and paper filing systems, supporting basic payroll administration as required.
• Stakeholder Liaison: Act as a professional key contact, handling queries from suppliers, customers, and our external accountants efficiently.

About You

To be successful in this role, you must be a highly organised, meticulous finance professional with a strong eye for detail, excellent numerical accuracy, and exceptional communication skills.

Experience: Proven experience working in a bookkeeping, accounts assistant, or similar accounting role. Experience working within the automotive lubricants, engine oil, car parts, or related distribution industries is highly preferred.

Tech-Savvy: Highly proficient in using accounting software, with hands-on, practical experience using Xero is desirable.

Communication: Outstanding verbal and written communication skills; you must be comfortable professionally managing queries from clients, suppliers, and accountants.

Qualifications

• AAT qualification or similar accounting certification is advantageous, but solid practical experience is highly valued.
• Traits: A dependable, self-motivated individual who is organised, punctual, and capable of working effectively to deadlines.

Requirements

• Full right to work in the UK is required.

What We Offer

Competitive Salary: A competitive base salary, reflective of your experience and qualifications.

Great Company Culture: Occasional team gatherings, social events, and outings designed to foster strong team bonding and a supportive, collaborative work environment.

Career Growth: A genuine opportunity to grow your skills and develop your career within a dynamic and expanding organisation.

How To Apply

If this sounds like the right fit for you and you are ready for your next professional challenge, we would love to hear from you. Please submit your CV and a brief cover letter outlining your relevant experience.