Accounts & Facilities Assistant

Role: Accounts & Facilities Assistant

Department: Operations

Reporting to: Financial Controller

Salary: £28,000

Location: London

Work Pattern: Fixed Hybrid - Mon & Fri WFH (unless requested to be in office on these days) and Tues/Wed/Thurs in office

Who we are:

Substance Global is a digital marketing agency specialising in a range of services across different media and industries. We are proud of our work and our people in equal measure, and our passion for what we do and the culture we have developed is what drives us in everything we do. We are striving to be a more diverse company, taking positive action to grow our network. We’re an agency where our independent spirit drives our people, passion and purpose.

Founded in 2003, we have grown to over 75 people in London, Los Angeles, Dallas, Singapore and Buenos Aires. Our work is insights-driven and innovation-led, and our strategies are made up of a blend of creativity and collaboration, tailor-made for each of our clients’ brands.

At Substance, we appreciate that everyone we employ has different needs and circumstances. We welcome applicants at all stages of their career and life journeys, working with the individuals we employ to provide flexibility and tailored support. We aim to provide fewer barriers and achieve a positive balance, whatever life may have, hold or throw at you.

What we are looking for:

We’re looking for an organised and positive Accounts Assistant to join our team on a full-time basis, a hybrid role with a great mix of finance support and day-to-day office/facilities management. You’ll be helping to keep our numbers in check from processing invoices and raising sales invoices to reconciling accounts while also ensuring our office runs smoothly, supplies are stocked, and the team has a great working environment. It’s a varied role that’s perfect for someone who enjoys both numbers and people, and who takes pride in keeping things running efficiently behind the scenes.

Core tasks/responsibilities: Accounts Assistant

Processing day-to-day transactions

• Enter supplier invoices and staff expenses into the accounting system.
• Raising client invoices.
• Record payments received.

Bank and card reconciliations

• Match payments and receipts to transactions in the accounting system.
• Flag any discrepancies for review.

Accounts support

• Keep supplier and client records up to date.
• Debtor collection.
• Assist with preparing payment runs.
• Managing the Accounts mailbox.

VAT & compliance support

• Organise receipts and invoices to support VAT returns.
• Maintain clear and accurate digital records for HMRC.

Core tasks/responsibilities: Facilities Assistant

• Keep digital files and records well organised.
• Be a key contact for the Met Wharf (building) team, relaying delivery information, building notices and enquiries.
• Reporting any issues with the office and booking in plumbers/electricians etc when needed.
• Coordinate deliveries that arrive at the office.
• Take calls and field employee enquiries and troubleshoot any issues they have with their tech, software or the office.
• Assist with organisation and booking of employee flights/hotels for business trips and off-sites.
• Office management: Ensure the office is stocked with water, groceries and office supplies.
• Office management: Manage office access, assign keys and fobs, and update the internal log/security system.
• Support HR in scheduling training and interviews
• Arrange delivery of lunches and breakfasts for team events
• Complete the monthly office health & Safety check
• Onboarding:
• Provide new starters with computers with the correct software installed.
• Set up their Google account and add them to our device management system
• Set them up with necessary company accounts - Perkbox, Harvest, Microsoft, Box, Adobe, LinkedIn Learning, Spaces, Uber, etc

What you can bring to Substance:

The ideal candidate…

Detail-oriented – enjoys getting the numbers right and spotting minor errors.

Organised – keeps records tidy and deadlines in check.

Proactive – takes initiative to chase missing info and complete tasks without being asked.

Curious & eager to learn – open to growing skills in finance and learning from colleagues.

Cheerful team player – brings positive energy to the office and enjoys supporting others.

Reliable & trustworthy – handles sensitive financial information with care.

Adaptable – comfortable switching between tasks in a busy creative agency environment.

Communicative – happy to check things, ask questions, and keep people updated.

Problem solver – enjoys finding simple solutions when numbers don’t match.

Client-friendly – professional and polite when dealing with suppliers and clients.

Perks

💷Competitive Salary.

🏖️23 days holiday.

🚃In-office/Hybrid or Fully remote.

🏋️Vitality Healthy care package: gym discount, optician cover, dental cover.

🛍️Pension Plan

🛍️Perkbox discount and points program.

☕️Access to Co-working spaces.

📚Courses and time for training.

📚Plus Electric Vehicle Scheme and Salary Saver

Ready to join Team Substance?

Please send your cover letter and CV to [email protected]

Our recruitment process seeks to eliminate aspects of unconscious bias. For this reason, all CVs received will have names and other personal identifiable information removed, so that those reviewing applications will do so based on skill sets and aptitude alone. Selected candidates will next be appraised - either by set tasks or interview(s), or both - based on scoring criteria against the role’s required competencies.

EDI statement and our people pledge

Don’t meet every single requirement? Research shows that women and people of colour are less likely than other to apply if they don’t match 100% of the job requirements. Don’t let the confidence gap stand in your way, we’d love to hear from you! We understand that experience comes in many different forms and are dedicated to adding new perspectives to the team.

Considerate Group is committed to providing and fair, inclusive, and diverse work-environment. We believe that different perspectives lead to better ideas, and better ideas allow us to better understand the needs and interests of our diverse, global community with who we work. We welcome people of different backgrounds, experiences, abilities, and perspectives and are an equal opportunities employer.

We are currently pursuing our B Corp accreditation.

Please also let us know if you require any reasonable adjustments to the recruitment process.