Senior Amazon UK Bookkeeper & Operations Lead – Xero + Link My Books

SPCR Distribution Ltd is a fast-growing UK-based eCommerce business founded three years ago. We operate primarily on Amazon UK through a wholesale and brand-direct model, alongside a smaller eBay operation.

We manage a substantial catalogue of products, supplier orders and inventory held across Amazon FBA, our warehouse and goods in transit. As the business has grown, the accuracy of our bookkeeping, inventory accounting and management reporting has become increasingly important.

We are also moving beyond traditional wholesale and developing closer commercial partnerships with brands. We work directly with brands to improve how their products are presented, managed and grown on Amazon, including taking responsibility for agreed or exclusive product ranges.

We operate with a lean team consisting of two directors, three experienced remote team members and two UK-based warehouse team members. Although this is a remote position, the successful applicant will become a permanent, full-time member of the company and will take ownership of a critical area of the business.

Part One: Finance, Bookkeeping and Management Reporting

This is the first and most important part of the position. The successful candidate will take ownership of our internal bookkeeping, financial controls and management-reporting process.

Why This Role Exists

As SPCR Distribution has grown, the complexity of our purchasing, inventory and financial reporting has increased significantly. Our current accounting and management reporting processes have not yet developed to the standard required by the business.

We are therefore looking for an experienced Amazon UK finance and bookkeeping professional who can take ownership of this area. The successful candidate must bring a proven system and way of working from previous roles, assess how our business currently operates and begin implementing a reliable reporting process immediately.

Your primary objective will be to ensure that our financial information is complete, accurate and supported by clear reconciliations. During the initial setup period, you will produce weekly management reports so that the process can be tested, discrepancies can be resolved and the directors can validate the results. Once the system is established, you will be responsible for delivering accurate monthly management accounts and profit and loss reporting consistently and on time.

This is not a beginner or junior bookkeeping position, and it is not suitable for someone who is just beginning to work with Amazon businesses, Xero or eCommerce accounting. We need someone who has already performed this work successfully and can clearly demonstrate the systems, controls and checking processes they have used to produce accurate results.

You will work closely with the directors and our existing UK accountant. You will become the internal owner of the day to day bookkeeping, reconciliations, inventory information and management reporting process, while the UK accountant will continue to provide external accounting oversight and complete the relevant statutory and compliance work.

We are not looking for someone who simply enters transactions or generates reports from accounting software. We need someone who can investigate discrepancies, challenge information that does not reconcile and explain clearly how every material figure has been calculated.

Essential Expertise and Experience

Before applying, please confirm that you have strong, practical experience in all or most of the following areas:

✓ Xero bookkeeping for a UK limited company.
✓ Amazon UK and Amazon FBA accounting, including sales, fees, refunds, reimbursements, reserves and settlement reconciliation.
✓ Link My Books or A2X. We currently use Link My Books, but we are open to considering A2X if an experienced candidate can clearly demonstrate why it would improve our accounting process.
✓ Producing accurate weekly and monthly management accounts, including profit and loss reporting. (Please send any examples)
✓ Reconciling profit and loss figures back to the balance sheet and supporting records. Producing a P&L without completing the underlying reconciliations will not be sufficient.
✓ Inventory accounting, including opening and closing stock, cost of goods sold, Amazon FBA inventory, warehouse inventory, goods in transit, work in progress and paid but not yet received stock.
✓ Correctly accounting for supplier invoices, credit notes, freight, duty, preparation costs and other landed costs.
✓ UK VAT treatment for an inventory-based Amazon and eCommerce business.
✓ Investigating and explaining the commercial reasons behind changes in financial performance. We do not simply want someone to produce numbers. You will be expected to act as our eyes and ears within the business by identifying why revenue, profit, margins, costs or inventory values have changed and explaining the underlying reasons clearly to the directors and our external accountant. This is not a basic data entry or reporting role.
✓ Excellent written and spoken English is essential. You must be able to communicate clearly and professionally with the directors, our UK accountant, suppliers and warehouse team, and explain financial or operational issues accurately.

You must already have a reliable working system that you have successfully used in a previous role. During the application process, you will be asked to explain:

- How your system works.
- What information you require.
- How you validate the accuracy of your results.
- How you manage missing or conflicting information.
- How you create a clear audit trail.
- How your previous system could be adapted to SPCR Distribution.

Part Two: Purchasing, Order Management and Operational Control

Why This Is a Full-Time Role

We are not looking for someone to complete our bookkeeping for a few hours each month. SPCR Distribution is a growing company, and we want the successful candidate to join our team on a full-time, long-term basis.

The accuracy of our accounts depends heavily on what happens before information reaches Xero. Purchase orders, supplier invoices, stock receipts, credits, discrepancies, freight costs and Amazon shipments must all be recorded and communicated correctly.

For this reason, the successful candidate will also take ownership of our purchasing and order-management process. This will give you complete visibility of each order from the moment it is created through to the stock being received, shipped to Amazon and reflected within our financial records.

You will not be dependent on another employee passing financial information to you after an order has been completed. You will be directly involved throughout the process and will therefore be able to see:

* What was ordered.
* What was invoiced.
* What was paid.
* What was received.
* What was shipped to Amazon.
* Which credits or refunds are outstanding.
* Where quantity, cost or stock discrepancies have occurred.
* How each order should be reflected within the accounts.

This operational ownership is designed to support the finance and reporting responsibilities outlined in Part One. Nothing should be lost between purchasing, the warehouse, Amazon and Xero.

Purchasing and Order-Management Responsibilities

Your responsibilities will include:

✓ Creating approved purchase orders within SoStocked and ensuring that the products, quantities and agreed costs are recorded correctly.

✓ Managing each order through our established ClickUp workflow from the point of ordering through to completion.

✓ Ensuring that supplier invoices, order confirmations and supporting documents are attached to the correct purchase order and are available for bookkeeping and reconciliation.

✓ Communicating with suppliers where required regarding order confirmations, shortages, delayed products, price discrepancies, credit notes, refunds and replacements.

✓ Communicating directly with our warehouse team regarding incoming orders, preparation requirements and Amazon shipments.

✓ Creating clear warehouse work orders containing the products, quantities and preparation instructions required for each shipment.

✓ Producing the required Amazon product labels and shipping labels.

✓ Creating and booking Amazon shipments, arranging courier collections and providing the warehouse with the necessary shipment documentation.

✓ Monitoring orders until completion and ensuring that quantities ordered, invoiced, received and shipped have been checked against one another.

✓ Recording and following up shortages, damaged goods, incorrect products, pricing discrepancies and outstanding supplier credits.

✓ Ensuring that completed orders are not closed until all relevant invoices, credits, stock movements and discrepancies have been resolved and recorded.

Additional Amazon and Financial Operations

The role will also include ongoing back-end responsibilities that support the accuracy of our accounts and Amazon operation:

✓ Maintaining accurate product sourcing costs and updating them when supplier prices, preparation costs, freight, duty or other landed costs change.

✓ Comparing supplier invoices against purchase orders and identifying any differences in cost or quantity.

✓ Tracking which orders have received the correct supplier credits and which discrepancies remain unresolved.

✓ Monitoring and managing eligible Amazon reimbursements for lost, damaged or incorrectly handled inventory.

✓ Checking relevant Amazon operational notifications and escalating any account-health concerns or urgent issues to the directors.

✓ Completing routine daily and weekly checks to ensure that financial and operational information remains accurate and up to date.

✓ Maintaining a clear record of unresolved issues so that missing invoices, credits, stock discrepancies or reimbursements are followed through to completion.

Systems Used

The systems used across this part of the role currently include:

* SoStocked for inventory planning and purchase orders.
* ClickUp for order management and process control.
* Amazon Seller Central for shipments, labels, inventory and reimbursements.
* Xero and Link My Books for bookkeeping and financial reporting.
* SellerToolKit for stock valuation, cost information and profitability checks.
* Orca Scan for warehouse inventory records.
* Courier and shipping portals for labels, bookings and collections.

Previous experience with every operational system listed above is not essential. Detailed SOPs have already been written for these processes, and training will be provided on our specific workflow. However, expert experience with Xero, Amazon UK and either Link My Books or A2X remains essential.

Training and Handover

Our purchasing and order-management processes are already documented through detailed SOPs. You will not be expected to design this part of the role from nothing.

An existing team member will work alongside you during the handover period, demonstrate each stage of the process and remain available while you become confident operating it independently.

You will become the primary owner of this workflow, but all information must continue to be recorded clearly within our shared systems. The process must never depend entirely on one person’s memory or private records.

The objective is for you to have complete visibility across both the operational and financial sides of the business. This will allow you to produce more accurate accounts, identify problems earlier and explain not only what has happened within the numbers, but why it has happened.

Working Hours and Employment Details

✓ This is a full-time position working Monday to Friday, 8:00am to 5:00pm UK time. You must be available and actively working throughout these hours and follow UK working hours when the UK changes between GMT and British Summer Time.
✓ Salary will be paid weekly. The final salary will be agreed based on the successful candidate’s experience and proven ability.
✓ Annual leave and paid Philippine public holidays will be provided.
✓ Paid overtime may be available during busier weeks. Any overtime will be discussed and agreed in advance.
✓ This is an exclusive full-time position. You must not undertake another job or client work during your contracted SPCR Distribution working hours.
✓ Teamlogger is used by all remote team members for time tracking and working-hour visibility.
✓ You must have a reliable computer, a stable high-speed internet connection and a suitable backup plan for internet or power interruptions.
✓ We are looking for someone who can start very soon. Please confirm your earliest available start date when applying.

Finally, apologies for the length of this job post and thank you for making it all the way to the end! We wanted to be completely transparent about the position and the person we are looking for. Hopefully, we will see you soon on a Teams call.