Part-Time Xero Bookkeeper (Virtual Assistant)

Weekly — one fixed day each week
● Reconcile the bank and credit card accounts in Xero, leaving nothing unreconciled
● Code every transaction to the correct account, the correct property (via tracking categories) and critically the correct VAT rate
● Reconcile booking platform payouts (Airbnb, Booking.com, Vrbo, direct/Stripe), recording gross booking income, platform commission and cleaning fees separately rather than posting only the net amount that lands in the bank
● Process supplier bills and receipts from our outsourced providers — cleaning, laundry, maintenance, management and software subscriptions
● Raise and send sales invoices for direct bookings, corporate or extended stays, and any re-charges
● Chase overdue invoices politely and keep the aged debtors list short
● Send a brief weekly update: what was done, what is outstanding, and any queries for us
Monthly
● Close the month by the [7th] working day
● Deliver the management pack: Profit & Loss, Balance Sheet, Aged Debtors, Aged Creditors and a simple cash summary
● Present the P&L per property as well as consolidated, so we can see which unit is performing
● Include a short written commentary — what moved, what looks unusual, what needs a decision from us. This matters to us as much as the numbers do.
● Reconcile control accounts: VAT, director’s loan, supplier balances and platform clearing accounts
● Confirm all recurring costs have landed — rent, business rates, energy, broadband, insurance and subscriptions
VAT and Making Tax Digital
This is a core part of the role, not an add-on.
● Prepare the quarterly VAT return for our review and submit it through Xero under MTD, comfortably ahead of the deadline (one calendar month and seven days after the quarter end)
● Apply the correct VAT treatment to income short-term holiday and serviced accommodation is standard-rated, unlike long-term residential letting
● Handle reverse charge VAT on commission and services invoiced from overseas platforms (for example Airbnb and Booking.com) correctly on the return
● Apply the correct input VAT rate to each cost — for example, business rates carry no VAT, domestic-rate energy may be reduced-rated, broadband and most services are standard-rated, and rent may be exempt unless the landlord has opted to tax
● Reconcile the VAT control account every month rather than only at quarter end, so surprises are caught early
● Maintain MTD-compliant digital records and digital links — no manual re-keying between systems
● Keep VAT evidence complete: a valid VAT invoice on file for every input VAT claim, chased from suppliers where missing
● Flag anything with an uncertain VAT treatment to us and our accountant rather than making an assumption
● Review, when asked, whether an alternative scheme ([standard / cash accounting / flat rate]) would suit the business better
Annual
● Prepare the year-end file and deal directly with our UK accountant’s queries
● Keep the chart of accounts, VAT rates and tracking categories tidy and consistent
Short-term rental specifics
● Reconcile each platform’s payout report to the bank — payouts arrive net of commission and often cover several bookings across a date split
● Keep the three properties cleanly separated so per-property profitability is always visible
● Split repairs and maintenance from capital improvements and furnishing costs correctly
● Track refundable damage deposits, guest refunds and chargebacks properly, including their VAT treatment
● Account for rent and other fixed property costs against the correct property and the correct period
Requirements
Essential
● Minimum 2–3 years’ hands-on bookkeeping in Xero — running the books day to day, not simply "familiar with" the software
● Demonstrable experience of bank reconciliation, raising and sending invoices, and producing monthly Profit & Loss statements
● Practical experience preparing and filing UK VAT returns under Making Tax Digital for a VAT-registered business
● Confident applying different VAT rates and knowing when VAT is not recoverable
● Experience working with UK-based clients and UK bookkeeping conventions
● Accounting or finance qualification, or equivalent practical experience
● Strong written and spoken English — you will email suppliers and our accountant directly
● Confident in Excel or Google Sheets
● Reliable internet with a backup connection
● Genuine attention to detail — you notice when a figure looks wrong
Desirable
● Xero Advisor certification
● Experience with short-term rentals, serviced accommodation, Airbnb or hospitality clients
● Experience reconciling payment platform payouts (Airbnb, Booking.com, Stripe, PayPal)
● Familiarity with reverse charge VAT and cross-border service invoices
● Multi-property or multi-entity bookkeeping