Job Title

Finance Billing Administrator:

Job Description Summary

Accounts payable Administrator is responsible for providing administrative support to ensure accurate and timely processing of supplier invoices,

Job Description

REPORTING RELATIONSHIPS

Reports to: National Revenue Manager

Direct reports: None

SCOPE OF ROLE

The Finance Administrator is responsible for providing comprehensive financial and administrative support to ensure accurate and timely processing of supplier invoices, consumables and material costs, and client billing. This role also involves providing invoicing and administration support to achieve financial targets and profitability of the business through efficient and timely billing.

LEVEL OF AUTHORITY

As outlined in the Delegation of Finance Authority:

KEY RELATIONSHIPS (INTERNAL/EXTERNAL)

Internal

• FM & FS Managers
• Key Account Managers
• Service Technicians
• Finance Team
• Regional Administrators
• Business Allocators
• CXC Team
• Commercial & Pricing Manager

External:

• Clients
• Suppliers
• Sub-Contractors

JOB PURPOSE

To provide comprehensive financial and administrative support to the Finance and Billing Team, ensuring efficient and accurate billing operations, and contributing to financial analysis and reporting.

KEY RESPONSIBILITIES

• Provide financial and administrative support to the Finance and Billing Team.
• Update supplier invoices in the Accounts Payable system in line with client and business requirements.
• Communicate and coordinate requirements relating to billing activities on work orders in line with client processes and KPIs.
• Receipt quality stories, consumables, and materials onto work orders. Review all labour costs and escalate any exceptions.
• Populate draft invoices in line with key dates.
• Escalate and manage any aged exceptions.
• Prepare credit note requests and adjustments to billing in a timely manner.
• Chase vendors for invoices that are outstanding.
• Ensure client billing is accurate and in-line with relevant mark-up and billing rates.
• Manage WIP to business KPIs.
• Perform other financial and administrative duties as requested by the manager.
• Resolve outstanding queries within set timeframes as per business and client KPIs.
• Ensure accurate and timely JDE input/output.
• Participate in process improvement initiatives to enhance billing accuracy and efficiency.

ACCOUNTABILITIES

• Ensure Accounts Payable KPIs are met.
• Ensure WIP is cleared in line with KPI requirements.
• Update work orders in line with client processes and KPIs.
• Resolve outstanding queries within set timeframes as per business and client KPIs.
• Ensure accurate and timely JDE input/output.

BACKGROUND AND EXPERIENCE

• Able to commit to an in office and high performing team culture approach.
• Recent graduate with a degree in Finance, Accounting, or a related field.
• Strong organizational and coordination skills.
• Experience with billing processes and procedures.
• Excellent communication skills, both written and verbal.
• Ability to work collaboratively with various stakeholders.

QUALIFICATIONS & TECHNICAL SKILLS

• Bachelor’s degree in finance, Accounting, or a related field preferred but not essential.
• Proficiency in using billing and financial systems.
• Strong knowledge of billing processes and procedures.
• Excellent organizational and time management skills.
• Strong communication and interpersonal skills.
• Ability to manage multiple tasks and priorities effectively.
• Advanced proficiency in Excel, including the use of complex formulas and data analysis tools.

PERSONAL CHARACTERISTICS

• Able to commit to an in office and high performing team culture approach.
• Exhibits a strong sense of responsibility and reliability.
• Strong attention to detail and accuracy essential.
• Effective communication and interpersonal skills.
• Ability to work independently and as part of a team.
• High level of integrity and professionalism.
• Proactive and results-oriented mindset.
• Eagerness to learn and develop in a finance role.

INCO: “Cushman & Wakefield”