Finance Admin Assistant

3 months ago

London, United Kingdom OLR Full time

OLR teams consist of highly talented well-disciplined, committed, capable professionals in their own discipline; self-organizing, adaptable, and cross-functional. The OLR approach for delivery and operations is built on 20-years leading global omnichannel solutions across a range of industries. Continuously learning, improving, and evolving through each engagement while staying at the forefront of ideas, technology, and a sustainable approach.

We are looking for a dynamic Finance Admin Assistant (FAS) that is responsible for the Global client invoicing and help OLR to perform a variety of administrative and financial tasks and further support to our Finance team.

The Finance Admin Assistant will work closely with the Finance team. This role contributes to the success of OLR Group by ensuring that the financial aspects of the assigned entities is managed to the highest possible standard. In the achievement of this, the Financial Admin Assistant will be responsible for:
**Invoicing**
- Ensure where require client purchase orders are in place so invoices can be issued.
- Interpretation and understanding of client contracts to ensure accurate sales set up, review of customer PO accuracy, customer contract conditions, VAT requirements, etc.
- Preparing and issue AR invoices for Milestone and Time and Expenses (T&E) projects for the OLR Group in Kimble. This includes uploading the information into clients’ portals.
- Preparing and issue AR invoices for non-group UK entities when required.
- Maintain client invoicing portals.
- Gain understanding of preparation, approval, and dispatch of fixed Invoices.
- Updates of monthly exchange rates in Fathom and Kimble.
- Maintain project related records, including updating contracts and maintaining audit tracker.
- Update of global compliance calendar.
- Update and review filing structure.
- Other clerical, accounting, Kimble administrative tasks.
- Be responsible for other ad-hoc duties where needed.

**Kimble and Jira software - day to day**
- Be the first point of contact for Kimble users.
- Monitoring, tracking, and replying to ticket raised by users.
- Manage all aspects of the Jira ticket process including:

- Creation of new users and changes to existing users.
- Checking and ordering new licenses for Salesforce.
- Reset passwords for new and existing users.
- Resolve timesheet and login issues in Kimble.
- Ensuring employees timely submission and approval of timesheets.
- Closing engagements
- General housekeeping including archiving of closed projects and other ad hoc administrative tasks.
- Employee expense review, approve and upload.
- Mark employee expense payment in Kimble.
- Close Period Management.

**Other Administrative tasks**
- Updates of monthly exchange rates in Fathom and Kimble.
- Maintain project related records, including updating contracts and maintaining audit tracker.
- Update of global compliance calendar.
- Update and review filing structure.
- Other clerical, accounting, Kimble administrative tasks.
- Be responsible for other ad-hoc duties where needed.

**Requirements**:
**Key and skills Competencies**:

- Proactive and structured approach to managing their workload and be able to display initiative in a work environment when problem solving.
- Analytical, with the ability to think outside of the box and identify issues that need addressing before they occur.
- Excellent time management and organisational skills and be able to prioritise multiple requests from internal and external stakeholders.
- Proven experience of meeting strict deadlines and being able to remain calm and under pressure.
- A team player, able to work effectively in small groups and on their own initiative.
- Sense of humour, personable and able to cope well under stress.
- Excellent written and verbal English skills, additional languages will be a plus.
- High attention to detail.
- Confident and resourceful.
- Flexible approach with a positive ‘can do’ attitude.

**Education and Experience**:

- The successful applicant would ideally come from a bookkeeping role or initiation with professional accounting qualification (AAT, ACCA, CIMA) seeking the next step in the career within an IT retail Group.
- Prior commercial experience in an accounting based/related commercial finance department and strong understanding of the relevant accounting principles.
- Demonstrable IT skills including competency in Microsoft Office, particularly Excel. Experience in the use of accounting packages (Preferably Xero or similar) is essential.
- Practical accounting experience particularly with large multi-year contracts in an international setting with exposure to foreign exchange would be an advantage.

**Benefits**
- Pension Plans
- Private Healthcare Plan
- Life Assurance
- Work From Home
- Training & Development
- Employee Assistance Programme - Counseling

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