BOOKKEEPER (QuickBooks & Xero)
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Job summary
<p>Optimise Outsourcing is seeking for a bookkeeper to maintain accurate, up-to-date financial records using QuickBooks, and Xero where applicable, ensuring compliance, supporting reporting, and enabling timely progression of work without escalation.</p>
Min Qualification:
Bachelors
Experience Level:
Mid level
Experience Length:
3 years
Job descriptions & requirements
Employer: Optimise Outsourcing Ltd
Work Location: Nairobi (Office-based)
Working Hours: Monday–Friday
Type: Full-Time
2. About the Client
Our client is a well-established UK-based accountancy practice supporting a diverse portfolio of small and medium-sized businesses. Known for their accuracy, reliability, and commercially focused approach, they play a key role in helping clients maintain clean financial records and make informed decisions.
Bookkeeping sits at the heart of the business, underpinning management accounts, reporting, and compliance. The firm operates in a fast-paced, deadline-driven environment where attention to detail, ownership, and consistency are essential.
You will be part of a collaborative team working across multiple clients, with responsibility for maintaining accurate financial data, identifying discrepancies, and ensuring records are always up to date and audit-ready.
This is an excellent opportunity for a detail-oriented Bookkeeper who takes pride in producing high-quality work and thrives in a structured, professional environment.
For GDPR and confidentiality reasons, the client’s identity will be disclosed at the interview stage.
3. Role Outcomes (What Good Looks Like)
The Bookkeeper is successful when:
Client records in QuickBooks or Xero are accurate and up to date at all times
Bank and balance sheet reconciliations are complete and correct
VAT returns are prepared accurately and on time as required
MTD compliance is met
Data is clean, consistent, and review-ready
Minimal corrections are required at review stage
Queries from Accountant/Penny are limited and non-repetitive
Workflow progresses without delay or backlog
4. About Optimise Outsourcing
Optimise Outsourcing is a UK-registered Employer of Record (EOR) and recruitment partner with a strong operational base in Nairobi. We connect high-performing Kenyan professionals with established international businesses and provide:
Full HR and operational support
Structured onboarding and training
Performance coaching and development
A professional, office-based working environment
Joining Optimise means joining a company committed to long-term career growth and operational excellence.
5. Key Responsibilities
The Bookkeeper is accountable for:
A. Bookkeeping & Technical Delivery (QuickBooks)
Maintain complete and accurate records in QuickBooks Online, or Xero including:
Bank transaction posting and allocation
Bank, credit card, and loan reconciliations
Documentation matches Balance Sheet for bank statements/loans etc
Purchase invoice and expense processing to correct Chart of Accountants
Sales invoice posting and receipt allocation
Maintenance of accurate ledgers (debtors, creditors, nominal)
VAT return preparation and submission support, where required
MTD submission were required
Recode items as required for VAT and Year End
Journal entries (within competence)
Maintaining clean audit trails for pay roll, VAT and YE Accounts
All work must:
Be correctly coded and consistently applied
Be supported with appropriate documentation
Be fully reconciled (no unexplained differences)
Be ready for Accountant review without material gaps
B. Deadline Ownership
Maintain awareness of all assigned deadlines (VAT, MTD, month-end, reporting cycles)
Ensure:
Work is started early
Missing information is requested promptly
Issues are identified early
No deadline becomes urgent due to delay
C. Client Communication
Respond to client queries within 1 business day.
Communication must be:
Clear and professional
Aligned with the client tone and standards
Practical and commercially aware
Free from unnecessary technical jargon
Must not provide advice outside competence; escalate where required.
D. Workflow & Systems Discipline
Maintain accurate job tracking across:
Update Tracker (including colour status)
All work must show:
Correct status
Clear ownership
Defined next action
No inactive or “unknown” jobs
E. Data Integrity & Cleanliness
Maintain clean ledgers with no duplication or miscoding
Ensure:
Suspense accounts are cleared promptly
Aged debtors/creditors are accurate
Bank feeds are reviewed regularly (not left unattended)
Flag inconsistencies or anomalies early
F. Escalation Awareness
Identify and escalate:
Unusual transactions
Potential compliance risks
Cashflow concerns
Poor record-keeping from clients
Any uncertainty in treatment
G. Professional Standards
Must comply with:
HMRC requirements (including VAT and MTD regulations)
Companies Act requirements (where relevant to records)
Data protection regulations
Internal process and quality standards
Confidentiality at all times
Ongoing training in QuickBooks and Xero and bookkeeping standards
6. Essentials
Minimum 3 years’ experience in a bookkeeping, accounts assistant, or similar finance role.
Direct responsibility for preparing and issuing client invoices.
Hands-on experience using at least one accounting system (QuickBooks, Xero, Sage, or similar).
Strong attention to detail and careful, structured approach to work.
Confidence working with numbers and financial data.
Clear, professional written and verbal English communication skills.
Comfortable working collaboratively with remote colleagues.
Proactive mindset and willingness to take ownership of work.
8. Working Environment & Equipment
Office-based role in Nairobi.
All equipment provided, including:
Computer and monitors
Headset and telephony systems
Secure access to required systems
Candidates are not required to provide their own equipment.
Remuneration is aligned with experience and current market standards.
9. Application Process (Please Read Carefully)
To be considered for this role, applicants must complete ALL the following:
Step 1 — Complete the mandatory assessment
Step 2 — Upload your CV and cover letter via the assessment portal
Step 3 — Submit your application for review
👉 Application & Assessment Link:
https://app.testgorilla.com/s/6iog8ssa
⚠️ Applications without completed assessments will not be reviewed.
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