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Small Works Finance Administrator, 12 Month FTC

Interserve
Job LocationBirmingham
EducationNot Mentioned
SalaryCompetitive salary
IndustryNot Mentioned
Functional AreaNot Mentioned
Job TypeContract, full-time

Job Description

Job Purpose

  • The aim of this role is to support Small Work Teams with billing chargeable pieces of work. The role holder will be responsible for amending quotes purchase orders as well as submitting cost to clients.
  • Due to the nature of the site the successful candidate will need to pass a BPSS check prior to starting the role.
  • The role is based in our new offices near Birmingham International airport and a 5 minute walk from the train station.
  • This is a fixed term position for 12 Months.
    • Responsibilities
  • Financial support of “Small Works”
  • Carrying out the correct validation checks: Using Rates, Check Work Orders and Purchase Orders against Service Report and invoice.
  • To raise and submit for approval quotation, answering queries raised by clients
  • Ensure clients have approved everything needing approving
  • Revise/Raise quotes with relevant information
  • Revise/Raise Purchase Orders ensuring accuracy of the General Ledger Code (GL)
  • Ensuring all work orders are linked for reactive and Project works.
  • To close jobs, attaching completion evidence and all the cost
  • Suppliers and contractor queries point of contact
  • Investigate if suppliers invoices can be paid, query and / or ask for credit note of necessary
  • Liaise with suppliers to obtain relevant paperwork
  • Answer suppliers finance related queries
  • Work with DfT Finance department
  • Supporting Management Accountant in daily/ Ad hoc tasks where required
  • Help answering queries linked to small work
  • Investigating and resolving invoice and work queries.
  • Amend POs to allow payment
  • Other/General duties
  • Escalating, chasing and resolving queries effectively within the specified time limit as per the process.
  • Addressing and resolving “Financial Backlog"
  • Ensuring Purchase Orders Technical Amendments are made correctly with correct Memo of amendments, and approved.
  • Updating Maximo with detailed log notes.
  • Supporting Commercial Team in administrative tasks where required
  • Undertake any Ad hoc additional duties or projects as directed by line manager
  • Adhoc reporting as required
  • Using accurate classification to enable trend analysis.
  • Ensures that communication (spoken and written) is actuate and informative.
  • Ensures that implications of any recommendations are clearly communicated and understood.
  • Identifies ways to make improvements for the team.
  • Challenges the business to ensure that customer related issues and problems take priority.
    • Knowledge Skills & Experience
  • Attention to detail and accuracy
  • Ability to adhere to strict deadlines
  • Excel spreadsheets, filters, formulas and pivot tables
  • Customer service: know how to respond positively to and acts on customer feedback.
  • Problem solver/Can-do attitude: Able to resolve difficult and complex issues and complaints.
  • Computer literate, particularly in MS Office and/or service request software Knowledge of FM and associated software packages an advantage.
  • Ability to listen attentively, identifying important information and capture that data accurately.
  • Reporting to their specified supervisor, the role holder should develop positive relationships with all customers and colleagues.
  • To contribute to building an effective and cohesive team by taking ownership for own performance, maintaining a positive attitude at all times, meeting attendance requirements and being flexible to meet business requirements as the need arises.
  • High levels of integrity as dealing with sensitive data
  • Being able to communicate effectively to non-finance managers
    • Person
  • Displays a positive attitude to challenges
  • Actively offer support to team members.
  • Actively participates and has a positive attitude in team meetings, always supplying a suggested solution when raising an issue / problem.
  • Enjoys a busy environment
  • Flexible and reliant
  • Know how to work under pressure, always aiming to reach targets

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