Finance and Admin Assistant

5 months ago

London, United Kingdom Marks Sattin Full time

A large scale, multi-national mining company are looking for a Finance and Admin Assistant for a 6 month contract.

The role will be mostly remote if preferred, with ome day a week or less in the office in Central London.

The role will support the IT service delivery team with invoice processing and surrounding tasks, and other admin for the team.

**Invoice Processing**
- Review all invoices to ensure they are accurate and align with associated purchase order before approving for payment
- Submit vendor invoices before month end
- Update purchase order with part shipment / receipt information
- Dispute inaccurate POs with suppliers/vendors
- Track payment progress, hold regular meetings with finance team to ensure efficiency of processes, make service improvements where appropriate
- Produce regular reporting, tracking POs, invoices approved for payment, invoices processed for payment by finance, actuals for various teams compared with monthly forecast

**Procurement and Budget Management **Procurement and Budget Management**
- Maintain vendor records, ensure contact information is accurate
- Manage end to end procurement process, obtain quotes, raise orders, track delivery, receive goods and services on internal systems, process associated invoices for payment, close POs, track status of all open POs
- Ensure purchase requests are in line with available budget
- Create and circulate monthly group IT financial reports, tracking budget/forecasts

**IT Service Desk Administration Tasks - Service Desk Plus Application**
- Resolve tickets raised in service management queue, prioritise and determine whether new tickets are incidents or service requests
- Provide responses to incoming tickets, keep colleagues informed of progress and escalate where required
- Monitor tickets, assign to relevant teams, follow up to ensure expedient resolution

**Service Delivery Tasks**
- Manage hardware purchases for corporate office locations
- Purchase licenses, request quotations from vendors, raise purchase orders and ensure fulfilled correctly by suppliers
- Assign, monitor and report availability of purchased licenses assigned to colleagues via the Microsoft 365 admin portal
- Use SNOW software licensing portal to monitor and report on FQML license consumption
- First line point of contact for requests for changes raised by Group IT teams

**IT Communication**
- Compose and circulate clear and concise communications via UK IT service desk, aligning with relevant Group IT teams to distribute updates relevant to the business
- Communicate planned and emergency changes to relevant team members; including updates relating to P1 Incidents

**Change Management**
- Create change tickets for managed services
- Liaise with external partners to arrange and communicate change requirements with relevant stakeholders and IT teams globally
- Administer changes submitted for review with internal team at Technical Advisory Board (TAB) and global teams at Change Advisory Board (CAB)
- Ensure all change tickets contain appropriate information prior to TAB/CAB meetings
- Liaise with IT Technicians to ensure all changes meet controls and quality standards
- Create report to review status of all change tickets

**Asset Management**
- Manage group level asset registry, including end user computing and infrastructure hardware
- Maintain IT asset lifecycle management process for corporate office locations, and ensure inventory remains up to date and accurate

**The ideal Finance and Admin Assistant will**:

- Be pro-active and self-motivated with their work
- Have previous Accounts Payable or Finance Assistant experience
- Have intermediate Excel skills - pivot tables and vlookups
- Have great communication skills and ability to effectively communicate across the business
- Be organised and have great attention to detail
- Be on a notice of 2 weeks or less

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