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Credit Controller/ Finance Assistant

4 months ago

Oxford, United Kingdom Gillespies Full time

Credit Controller/ Finance Assistant - Oxford, UK - Full-time role-Location: Oxford

Contract: Permanent

Hours: 8.00 - 18.30 Monday to Friday, 37.5 Hours per week

Reports to: Financial Controller

**Purpose of the role**

Gillespies is a leading landscape architecture, environmental planning, and urban design practice with offices across the UK. We are a friendly and sociable team and believe that collective enthusiasm, diversity, and passion for design are the root to our long success.

We have an opening for a Finance Assistant, **experienced in Credit Control**, to join us on a temporary to permanent basis. They will join our well-established office in Oxford, with a finance team of 7 staff and 30 technical staff, located in a historic Coach House near Bagley Wood, only 10 minutes cycle ride from the heart of the city.

We are looking for an organised, proactive, and personable character to join our Finance team, to support the Financial Controller and Finance Director, by covering the credit control function, along with a variety of other financial duties. The role consists of a high usage of Deltek Vantagepoint, our financial management software, experience with this or a similar system is desirable but not essential as long as you are keen to learn how to use a new financial system.

**Main responsibilities**
- Ensure credit control across the practice is carried out in an effective manner with debts collected in a timely manner and debtor days minimised.
- Check bank accounts daily and pay any cheques received into a local HSBC branch or Post Office branch.
- Allocate income received into all bank accounts against outstanding sales invoices on sales ledger, investigating and taking action where there are differences.
- Inform PMs and Partners of income received.
- Provide bi-weekly updates for circulation to the management team on outstanding debts.
- Produce Month on month changes in debtor days and include an updated visual representation of the data to include all currencies and regions.
- Meet cash collection targets set by the FD and provide foresight on cash receipts we are expecting to assist with cash flow forecasting.
- Assist the invoicing team with sending out documents and ensuring deadlines are met to make month end closure more efficient.
- Prepare a debtor’s report for presentation to PMs in a bi-weekly meeting to encourage increased PM involvement when debts are proving difficult to collect.
- Take further action with solicitors if a debt is likely not to be recovered.
- Assist with the monthly billing process.
- Fee Forecast spreadsheet updating & maintenance for North & South regions.
- Bank Reconciliations in multiple currencies.
- Reconciliation of Balance Sheets accounts.
- Update monthly exchange rates.
- Assist in the preparation of the VAT return.

Become competent in other areas in the finance department to assist in the case of absence, including the following:

- Process approved purchase invoices into Deltek Vantagepoint accounts system, including coding to correct nominal code when required.
- Maintain purchase ledger accounts and ensure balances are checked and reconciled to supplier statements, where possible
- Run accounts payable report from Deltek Vantagepoint, ensuring all payments are posted up to date so that proposed payment runs can be generated.
- Check and post expense claims into Deltek Vantagepoint system.
- Prepare fortnightly proposed payment runs for approved and posted employee personal expense claims.
- Process approved expense payment runs through HSBC.net and then allocate in Deltek Vantagepoint.
- Review and post approved timesheets into Deltek Vantagepoint
- Reconcile and post petty cash balances for regional offices when required.
- Deal with any general supplier queries or issues arising from reconciling supplier statements.
- Minute taking during meetings and circulation in a timely manner.
- Setting up billing rate tables and billing terms
- Creating, updating and amending supplier, project, contact and client records.
- Attending system Admin and Super User group meetings
- Become a VantagePoint super user from both an admin and a PM position and provide local training and assistance where needed.
- Work as a team with the administration staff to support all Gillespies’ Offices.
- Contribute to the development of financial systems, particularly the Deltek/VantagePoint system and systems generally within Gillespies, and ensure these pay due regard to the organisation’s requirements.
- Fulfil any other responsibilities, or complete any _ad hoc_ projects that may be assigned from time to time by the Line Manager, Finance Director, or Gillespies Partners.
- Minute-taking during meetings and circulation in a timely manner.

**Essential Competencies & Experience required.**
- **Ideally, have some accounting qualification and/or part qualified.**:

- **Credit control experience**:

- Strong IT understanding of financial systems
- Excellent wor