Transformation & Projects Assistant (Remote)

Role & responsibilities

The role

You will work remotely alongside our UK-based Transformation & Projects lead to keep internal projects on track. The role suits someone organised, analytical and confident working independently with a UK team.

What you will do

• Project management and process improvement: support internal projects including MTD 2027 readiness, outsourcing trackers, client data completeness and events; track project progress and produce regular status reports for leadership; suggest process improvements and new trackers; reduce duplicated work and improve visibility of tasks, deadlines and decisions across all workstreams
• Meetings and actions: join online meetings and take minutes; record decisions; capture actions with owners and deadlines; circulate minutes and actions promptly, add them to the Action Tracker and follow up until closed
• Trackers and RAID management: set up and manage a RAID log (risks, assumptions, issues, dependencies) and a decision log, tracking owners, deadlines and outcomes; maintain trackers for credit control, accounts on hold, fees, onboarding, disengagements, Google reviews, referrals and gifts, team days out and gifts, post and actions; keep processes documented so work can be handed over smoothly
• People and culture: support people and culture initiatives, including team engagement, new starter onboarding and HR documentation; help plan team days out and gifts and record costs; prepare the Christmas party proposal (venues, dates, costs, attendance)
• Training content: help create and manage training content for the team, including monthly training sessions, guides and process documentation; coordinate sessions and keep materials organised and up to date
• Communications management: support internal and external comms, including team announcements, the weekly internal news bulletin and video, and social media and marketing; keep up with UK industry news; build reports and dashboards in Excel or similar tools
• Engager administration: clear outstanding red indicators; organise the Engager information mailbox; follow up missing client information; make sure emails and tasks are actioned or assigned to the right person
• Client onboarding and disengagements: maintain the onboarding tracker and chase missing information; announce disengagements to the team with clear background (e.g. company directors); monitor Letters of Disengagement and professional clearance; remove software access and licences (QuickBooks, FreeAgent, HMRC dashboard); update records and close internal tasks
• Post management: keep the post log up to date; record incoming and outgoing correspondence; make sure important documents reach the right person and follow up any actions
• Service fee management: complete outstanding fee reviews across all Account Managers' clients; follow up clients who have not agreed; record agreed fees, objections and outstanding responses; keep the fee tracker complete; make sure invoices reflect agreed fees; elevate unresolved disputes
• Credit control and invoicing: raise invoices, monitor outstanding balances and chase overdue payments; contact clients about balances and record payment plans; place accounts on hold after three missed payments; refer balances over 1,000 to our debt collection partner and manage those cases; liaise with bookkeeping on queries and credit notes; check invoices and payments are in order before work proceeds

Preferred candidate profile

What we are looking for

• Experience in project support, operations, data or administrative work, ideally including credit control or invoicing for UK or international clients
• Excellent verbal and written English: clear, concise and professional
• Strong Excel skills; dashboards, Power BI or similar a plus
• Well organised, with strong attention to detail and reliable follow-through
• Comfortable working remotely and communicating proactively across time zones
• Familiarity with accounting, bookkeeping or practice management software is an advantage
• Reliable internet connection and a suitable home working setup