Introduction:
The Finance Administrator is responsible for managing the financial aspects of the company’s operations, including monitoring costs, preparing financial reports, and ensuring compliance with financial policies and procedures. The Finance Administrator will work closely with the Site Managers and the Workplace Coordinator to monitor budgets, review variance reports, and ensure timely payment of invoices.
Requirements:
- Minimum of 2 years experience in a finance or accounting role
- Strong understanding of financial management principles and practices
- Proficient in MS Office Suite, including Excel
- Knowledge of facilities management and the hospitality industry preferred
- Experience with Infor EAM or similar financial management software preferred
- Excellent communication and customer service skills
Responsibilities:
- Liaise with Site Managers to monitor and ensure costs are contained within budgets (OPEX and CAPEX)
- Review and report on monthly variance reports as required by the Manager
- Ensure compliance with company policies and procedures related to financial management, controls, and expenditure authorisation levels
- Monitor all orders on a daily basis and ensure all requests to purchase are followed by a quotation
- Match quotations, purchase orders, and invoices on the Infor EAM system and follow up on timely submission of invoices by suppliers
- Ensure satisfactory completion of jobs and delivery of goods by requesting original invoices and logging them on a spreadsheet
- Allocate purchase costs to the correct divisions/cost centres and accurately complete the company’s invoicing template monthly
- Liaise with the client finance team on payments to suppliers and ensure all invoicing deadlines are met for both the client and the company
- Assist with the compilation, preparation, and review of monthly variance reports and work with the Workplace Coordinator on the compilation of the company’s operating budgets
- Ensure all finance administration is completed on site and in the client’s regional offices
- Maintain and update contract documentation as needed and assist with the collation of leave and overtime forms and preparation of variation reports
- Implement the company’s quality management system for all policies and procedures related to Quality, Environment, and Health and Safety
- Communicate terms of trade to suppliers to ensure compliance and obtain statements and invoices from suppliers, forwarding originals to the company’s finance team
- Ensure supplier payment reconciliations are up to date to avoid suspension of services
- Ensure all client financial policies and procedures are complied with, including providing data for client reporting and acting in the client’s best financial interest
- Record and monitor actual spend against budget expenditure throughout the financial year and assist with required financial reporting as needed
- Develop and maintain a customer-focused attitude and interact with clients to provide and process information in response to inquiries, concerns, and requests
- Conduct client satisfaction surveys to ensure client satisfaction with products and services and keep up to date with business developments and strategic objectives
- Provide advice on general changes and compliance within the workplace management framework as needed and work to enhance operational efficiencies and performance
- Attend to and resolve customer queries or escalate when necessary and follow up on escalated queries in a timely manner
- Manage conflicts and prepare monthly reporting within set timeframes for distribution to relevant parties.