Junior Accounts Payable Assistant

To support the Finance Managers, Assistant Finance Managers and Team Leaders in managing all financial requirements of their contracts and assist in providing a reporting function to the Clients. Take full ownership of Accounts Payable and Receivable functions to ensure delivery and compliance with the terms of our contracts.

Client Details

My client is a leading global real estate services firm that delivers exceptional value for real estate occupiers and owners. They are among the largest real estate services firms with approximately 50,000 employees in over 400 offices and approximately 60 countries. Their core services consist of property, facilities and project management, leasing, capital markets, and valuation and other services.

Description

The Junior Accounts Payable Assistant will be responsible for the below tasks:

Regular tasks:

• Adherence to robust Accounts Payable controls environment including pro-active GRNI management.
• Daily post allocation and manage central mailboxes.
• Raising of purchase orders and change work orders as required ensuring that correct expense and GL codes are used.
• Daily processing of invoices received via post and e-mail including scanning and attaching to PO's/CWO's.
• Query management and resolution with client and vendors.
• Creation and distribution of weekly GRN report (increased as AP close approaches).
• To review GL coding of unposted batches with ACFM and edit for amendments as required.

Core Responsibilities:

• Act as first level invoice control on the Yardi system; completing and correcting data entry of invoice registers after entry from on-site facilities managers / coordinators.
• Interact with and support Help Desk Operatives at PSC and Facilities Managers in the field, to ensure all Purchase Orders for reactive works over predefined local comprehensive value are raised correctly and all appropriate supporting documentation is attached to PO records and cross referenced to 360 generated works orders.
• Goods receipting monthly against all monthly Planned Contract Services to agreed monthly finance task calendar.
• Issuing an open PO report weekly to Facilities Manager (FM) to ensure all reactive works are receipted by FMs.
• Issuance of all monthly GMP planned reimbursable invoices to Client to agreed timetable in Workday, working with Billing Team to ensure timely invoice creation is requested of Corporate Finance Function.
• Monitor reactive costs to ensure local FM team have requested invoice generation of Corporate Finance Function to recover all ad-hoc and reactive costs incurred under the terms of the Contract and issuance of invoices to Client.
• Import to Yardi 7 system monthly management fee, reimbursable employment costs and bank charge documents from Workday.
• Create within 3 working days, owner charges in the Yardi system which represent the funding request invoices submitted to client.
• Allocate within 3 working days, bank receipts from client into the Yardi and Workday systems, maintaining an up to date accounts receivable report.
• Process promptly vendor payments in Yardi, upload to Banking portal and request approvals.
• To provide support to CFM during any mobilisation or de-mobilisation of portfolio.
• Adhere to all C & W finance policies and processes; identify weaknesses and opportunities to improvements.
• Liaise with CFM and/or ACFM to resolve any operational/reporting issues with Yardi.
• Timely and appropriate supplier query management with regular reconciliation of statements.

Profile

The ideal candidate will be embody the below qualities and attributes:

• Knowledge and experience of purchase ledger.
• Proven track record of accuracy and attention to detail.
• Experience in dealing with foreign payments and multi-currency input.
• Demonstrable experience in Excel to manipulate and present data.
• Excellent communication skills and ability to interface at all levels
• Fluent business English essential
• Proven 'problem solver' demonstrating a proactive approach.
• Graduate/AAT or local equivalent qualification required desirable but qualified by experience will also be considered.
• Proactive self-motivator with ability to work on own initiative, but also as a strong team player.
• Good knowledge of Word and Excel, knowledge of Yardi 7 desirable but not essential.
• Strives for continuous improvement.

Job Offer

My client is offering a competitive salary, growth opportunities and remote working.