About Quantumloopai
QuantumLoopAI is one of the UK's fastest-growing healthtech companies. Our AI-powered platform, EMMA, is used by hundreds of organisations across the UK to manage communications, automate workflows and deliver better outcomes through intelligent automation. Backed by leading investors and scaling rapidly ahead of our Series A, we are building the infrastructure that will define the next generation of AI-driven service delivery.
About The Role
We are looking for a highly organised, detail-driven Junior Accounts and Finance Administrator to join our growing team. This is an ideal opportunity for someone who is exceptionally strong with systems, data accuracy and administration — even if you do not have formal finance experience. We are happy to train the right person.
This is not a traditional accounting role. The focus is on client invoicing, financial administration, CRM data accuracy, payment tracking and process management. You will work across multiple systems including Xero, HubSpot CRM, Stripe, GoCardless, Revolut and Excel, ensuring that everything is accurate, on time and properly documented.
You will regularly communicate with internal sales teams, operations teams, external clients and finance contacts. This role requires someone who is extremely process-driven, calm under pressure and highly reliable.
What You Will Do
- Raise and issue accurate client invoices using Xero
- Chase overdue invoices and follow up on outstanding balances with clients professionally
- Track payment statuses across Stripe, GoCardless, Revolut and bank records
- Update invoice and payment records within HubSpot CRM
- Maintain highly accurate client finance data and line items across all systems
- Cross-check sales data against invoicing instructions and flag discrepancies
- Ensure all CRM fields and finance records are correctly updated at all times
- Liaise with internal sales teams regarding billing queries and client account details
- Communicate professionally with clients regarding invoices, payments and account queries
- Draft clear and professional finance-related emails
- Maintain organised Excel trackers, reporting sheets and reconciliation documents
- Escalate discrepancies, missing data or client issues promptly
- Follow strict internal processes and standard operating procedures
- Support finance and operations teams with general administrative tasks
Requirements
ESSENTIAL
Exceptional Excel and Spreadsheet Skills (Non-Negotiable)
You must be highly confident using Excel for trackers, formulas, data validation, reconciliations, organisation systems, reporting and error checking. Formal work experience is not required, but your Excel skills must be excellent.
Outstanding Organisation
You must naturally be a highly organised person. We are looking for someone who works from checklists, keeps trackers updated, manages deadlines carefully, never lets tasks slip and naturally creates structure and order.
Exceptional Attention to Detail
This role involves handling financial data and invoice line items where errors are unacceptable. You must be someone who naturally spots incorrect figures, missing fields, wrong dates, formatting issues and data inconsistencies.
Strong Written and Spoken English
You must be able to communicate confidently and professionally in English with UK-based teams and clients. This includes writing professional emails, speaking clearly on calls, handling payment follow-ups and communicating with confidence.
Strong Common Sense and Problem-Solving Ability
We need someone practical, sensible and proactive who can think independently and make good judgement calls.
Calm and Professional Under Pressure
You must be able to remain professional in difficult situations, including when dealing with frustrated clients or urgent issues.
Comfortable working remotely and aligning to UK business hours (9:00 AM to 6:00 PM GMT/BST). UK bank holidays observed.
DESIRABLE
- Previous experience with Xero, HubSpot CRM, Stripe, GoCardless or Revolut
- Experience in invoicing, accounts receivable or financial administration
- Familiarity with payment reconciliation processes
- Experience working in a startup or fast-paced business environment
- Customer service experience, particularly handling billing or payment queries
LOGISTICS
- Education: We value skills and aptitude over formal qualifications. Previous experience is not essential — we will train the right person
- Working arrangements: Fully remote from India, aligned to UK business hours (9:00 AM to 6:00 PM GMT/BST). UK bank holidays observed
- Start date: Flexible
Benefits
WHAT WE OFFER
- Competitive package depending on experience
- Potential share options
- Full training on all systems and processes — no prior finance experience required
- Professional development including conference attendance and CPD support
- The opportunity to join one of the UK's fastest-growing healthtech companies at an early stage
- Remote working with a collaborative, supportive team
How We Are Different
At QuantumLoopAI, you will join a team that is building AI-powered products used by hundreds of organisations across the UK. We move fast, take ownership, and celebrate wins together. Our culture values:
- Impact over optics. We measure success by real outcomes, not busy work
- Transparency. Open communication, honest feedback, shared context
- Ownership. You will have real autonomy to shape your work and our platform
- Learning. We are building something new, and we learn from every experiment
This role is ideal for someone at the start of their career who wants to build strong foundations in finance administration, systems management and client communication — all within a fast-growing AI company.
DIVERSITY AND INCLUSION
We believe diverse teams build better products. We welcome applications from candidates of all backgrounds, and we are committed to creating an inclusive environment where everyone can do their best work. If you are excited about this role but do not meet every requirement, we would still love to hear from you.
RECRUITMENT SAFETY NOTICE
QuantumLoopAI will never ask candidates for payment or sensitive financial information during the recruitment process. All official communications come from @quantumloopai.com email addresses.
COME WORK WITH US
Ready to bring structure and accuracy to one of the UK's fastest-growing AI companies We would love to hear from you. Questions about this role Contact [Confidential Information]
