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IrishJobs
Finance Administrator - Maternity CoverIrishJobs • Dublin, Dublin, Ireland
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IrishJobs

Finance Administrator - Maternity Cover

IrishJobs
  • IE
    Dublin, Dublin, Ireland
  • IE
    Dublin, Dublin, Ireland
Jetzt Bewerben

Über

Facilities Management Finance Administrator Location: Dublin 2 The role reports to the CBRE Country Manager for UK & Channel Islands, supporting Ireland and UK FM operations delivery in this region. Also giving support to the FMs on financial management and deliverables. Responsible for financial tasks and administration for the CBRE team as well as reporting to our client processing invoices on a periodic basis. This role is based at the clients flagship building in Dublin 2. Main Duties and Responsibilities: Finance (Ireland and UK) Support Ireland and UK teams with purchase order creation / amendments using CBRE system for creating purchase orders for fixed and reactive costs for vendors Responsible for tracking purchase orders statuses and working closely with Facility Managers(FMs) on purchase orders approvals and updates. Ensure there are no aging purchase orders and that the CBRE Procure to Pay process is followed. Ensure all FM Finance trackers are up to date, correct, and match purchase orders in JDE. Completing the Open PO report for Ireland sites and Cardiff site on monthly basis. Ensuring all the information provided for both Ireland and UK is clear and correct. Review and process of supplier invoices - working closely with CBRE AP team on invoice processing and ensuring all invoices are matched with correct purchase orders in JDE. Responsible for tracking invoices in Ventura (system used to match invoices with purchase orders in JDE) and assisting FMs with clarifications of referred invoices. Manage reconciliation process with team and vendors - work with FMs on tracking and ensuring all vendors invoicing is on track. Work with vendors to ensure billing information is correct and invoices issued in a timely manner. Manage and monitor accruals on monthly basis - ensure accruals are tracked and resolved with vendors. Provide monthly reactive spend information to Client Accounting team in Poland and support them with accruals queries. Assist FMs with monthly Variance report commentary and Forecast updates. Attend all Variance report commentary and Forecast meetings, and ensure all commentary is clear and forecast as accurate as possible. Monitor and track fixed and reactive spend in correlation with the annual budget and assist FMs with unbudgeted spend submissions and approvals. Ensure the Spend tracker items are approved in a timely manner and Forecasting updated accordingly. Support the preparation of annual budget in conjunction with FMs. Producing budget vs actuals reporting for team - compile budget management document for all sites, approximately 8 million euros. Manage and monitor aged debt / AR activities - via reconciliation process and tracking invoice location. Work closely with the CBRE team on updating weekly debtors report. Liaison with client Finance team - build relationship with client team to ensure regular payment of CBRE invoices. Liaison with CBRE Finance teams - participate in regular and ad hoc team calls with CBRE Finance team including the AP/AR/ Client Accounting teams based in Poland. Join monthly vendor meetings to cover financial matters - own the financial elements and ensure vendors are on track. Assist FMs with Variation orders creation and submission to Procurement department, tracking the Variation order approvals. Participate in vendor contract extensions and benchmarking with FMs and Procurement. Have individual weekly Finance calls with each FM and provide Finance training when required. Other ad hoc projects/finance process as required. Administration (Ireland and UK) Administration Ad Hoc projects Providing support to the Country Managers when required Reporting directly to the client (Ireland only): Answer / forward queries as required from client. Create backup files for all CBRE invoices and provide any additional documentation and clarification to the GRS Team / Asset Manager when required. Tracking cost and invoice approvals for client managed contracts - rates, rent, service charges, insurance and utilities for Ireland sites. Ensure all utilities invoices are reviewed and approved by the FMs and issued to client AP for further processing. Work with CBRE Energy and Sustainability team on utilities invoices - ensure all utilities invoices are shared with the team to support various reports creation. Tracking cost and invoice approvals processing for client managed contracts - couriers, taxis, catering, brokers, confidential waste and archiving, etc. Obtain all necessary reviews and approvals by appropriate teams for all couriers, taxis and catering invoices. Tracking electric charging stations reimbursements from client managed vendor - reviewing reports on quarterly basis and obtaining necessary approvals, requesting invoice creation from client Finance team and issuing client invoices to vendor. Assist with GRS budget preparation. Additional ad hoc duties. Person Specification Essential Experience and Skills: Experience of using and understanding processes in relation with finances and budget management essential Ability to prepare monthly reports and monthly invoices in relation to service levels agreements for both client and sub-contractors Experience of using online systems i.e. financial, share point etc. Strong organisational skills, diary management, deadline planning and able to support line manager and effectively communicate to CBRE FMs and client Being a self-starter, disciplined in approach, and prioritize Be fully conversant with Microsoft Office particularly Outlook. Excel, Word and Power point Essential Personal Qualities: This role requires a highly motivated, ambitious and tenacious individual with a strong personality to further develop their business. The successful candidate will be a determined and results-orientated individual who can also provide finance and administration support to the Country Manager to ensure that P&L targets for the sites are achieved and exceeded. They will have a proven track record of managing a fast paced operation and possess sound interpersonal skills to interface directly with staff and clients. Must be articulate and numerate with good communication/presentation skills. Attention to detail Be deadline focused and performance driven. Be dynamic and have the ability to enthuse people.

TLNT1_IJ

  • Dublin, Dublin, Ireland

Sprachkenntnisse

  • English
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