Accounts & Compliance Coordinator
Do you have practical experience in bookkeeping, accounts administration, purchase ledger or financial control? Are you highly organised, confident working with numbers and comfortable spotting discrepancies, chasing missing information and making sure financial records are accurate before they progress?
Vital Synergy is seeking an experienced Accounts & Compliance Coordinator to join our growing team. This is a varied, hands-on role combining accounts administration, financial control, project invoicing and compliance coordination. You will work closely with our Operations and Compliance teams and our external accounts provider, helping to ensure that the information supporting invoices, payments, payroll and project billing is accurate, properly authorised and complete.
This is not a traditional full bookkeeping role. Payroll processing, routine supplier bill creation, payment runs, reconciliations and statutory submissions remain with our external accounts provider. Instead, we are looking for someone with a good practical understanding of bookkeeping and accounts processes who can take ownership of the day-to-day financial controls within the business.
As this is a newly created role, we expect it to develop over time. The initial hours will be 18 to 22 hours per week, with the potential to increase as the role develops.
About Vital Synergy
With over 20 years of engineering excellence, Vital Synergy is a trusted partner in delivering end-to-end building solutions. We support the transition to clean energy and low-carbon systems through: innovative building services engineering, renewable energy integration, energy efficiency solutions, bespoke mechanical and electrical systems, and collaborative partnerships that drive sustainability across communities and industries.
Our Expertise
We specialise in the design, installation and management of decentralised energy and multi-utility networks, with a focus on low and zero carbon technologies. Our expertise spans bespoke commercial heating, industrial plumbing, mechanical and electrical engineering, renewable technologies and energy optimisation. Our remote-access BMS platforms allow clients to monitor, measure and optimise energy use, helping them improve efficiency, reduce operating costs and lower carbon emissions.
Our Portfolio
Our portfolio includes projects across the Commercial, Industrial, Education, Housing, Local Authority and Agricultural sectors. From Air Source Heat Pumps and renewable technologies to high-efficiency commercial plant rooms and complete mechanical and electrical installations, we deliver solutions tailored to each client’s estate and sustainability objectives.
Role Overview
This is a part-time, office-based position at our headquarters in Read, Burnley. As Accounts & Compliance Coordinator, you will provide an important link between Operations, Project Managers, Compliance and our external accounts provider.
You will help ensure supplier and subcontractor invoices are properly checked and supported, project and client invoicing is raised accurately and on time, and financial information is complete before progressing through the approval and payment process.
Key Responsibilities
- Coordinate the internal checking of supplier and subcontractor invoices before they progress for payment
- Check invoices against purchase orders, approvals and supporting information
- Ensure relevant CIS information and subcontractor documentation is complete
- Follow up missing information, discrepancies and outstanding approvals with Operations and Project Managers
- Maintain clear visibility of invoices awaiting information, approval or resolution
- Coordinate payroll and labour-only subcontractor information before submission to our external accounts provider
- Receive and check approved Timekeeper reports and supporting payroll information
- Create and monitor estimates and invoices for project-based and client-driven works
- Monitor agreed project invoicing stages and ensure invoices are raised at the correct time
- Maintain accurate trackers for estimates, applications, valuations, invoices raised, outstanding information and amounts still to be invoiced
- Support the Compliance Manager with valuations, applications and project invoicing
- Review proposed payment information and identify queries or exceptions before payment runs are approved
- Coordinate and record ad-hoc and proforma payment requests
- Ensure appropriate approval is in place before invoices or payments progress
- Maintain a record of proforma payments and ensure final invoices are obtained and correctly linked
- Act as the day-to-day link between Operations, Project Managers, Compliance and our external accounts provider
- Maintain organised and auditable financial and compliance records across QuickBooks, SharePoint and other relevant systems
- Keep financial trackers and supporting records accurate and up to date
- Identify recurring process issues and recommend practical improvements to reduce errors, delays and duplicated work
- Support finance and compliance audit requirements when required
Experience & Qualifications
We are looking for somebody with genuine practical accounts experience who understands how invoices, purchase orders, approvals, payments and financial records fit together. This position requires more than data entry. You will need to understand the information you are reviewing, identify when something is missing or incorrect and confidently follow it through until it is resolved.
Essential
- Previous practical experience in bookkeeping, accounts administration, purchase ledger, invoicing, payment controls or a similar accounts role
- A good understanding of how invoices, purchase orders, payments and financial records fit together
- Experience checking invoices against purchase orders, approvals and supporting documentation
- Experience identifying financial discrepancies and following queries through to resolution
- Good Microsoft Excel skills and general IT confidence
- Strong organisational skills and excellent attention to detail
- Confidence questioning information when something does not look right
- Comfortable chasing missing information and outstanding approvals
- Ability to work independently and manage competing deadlines
- Clear written and verbal communication skills
- Ability to maintain accurate and auditable records
- Trustworthy and discreet when handling commercially sensitive and confidential financial information
Ideally, You Will Also Have
- A relevant bookkeeping or accounting qualification such as AAT or equivalent
- Experience within construction, engineering, building services or a contracting environment
- Knowledge of CIS and subcontractor payments
- Experience using QuickBooks
- Experience with project invoicing, applications or valuations
- Experience using systems such as SharePoint or Timekeeper
- Experience working with an outsourced or external accounts provider
- Experience improving finance, invoice-control or document-control processes
- Experience working within a newly created or developing role
What We Are Really Looking For
We need someone who is comfortable with numbers but equally strong at organisation and follow-through. You will not simply be entering invoices. You will need to understand what you are looking at, spot when something is missing or does not add up, and make sure it is resolved before it moves further through the process.
You will be working across Accounts, Operations and Compliance, so you will need to be confident communicating with different people while maintaining accurate records and a clear audit trail. We are looking for someone who is persistent but professional when chasing information, comfortable taking ownership of their responsibilities and confident maintaining clear boundaries between Operations, Compliance and our external accounts provider.
What We Offer
Working Arrangements
This is an office-based role at Friendship Mill, Whalley Road, Read, Burnley, BB12 7PN. We can offer some flexibility around the working pattern, but the successful candidate will work agreed, structured days each week so that the business has consistent cover. The role will initially be 18 to 22 hours per week, with the opportunity for the hours and responsibilities to develop as the role becomes established. The position reports to the Compliance Manager.
Apply for this position
If you have practical accounts experience, excellent attention to detail and enjoy bringing structure and control to financial processes, we want to hear from you. If you are confident checking financial information, challenging discrepancies and making sure things are properly completed rather than simply processed, this could be a great opportunity to join Vital Synergy in a new and developing role.
Apply Now