Billing and Finance Assistant

6 months ago

London, United Kingdom That Lot Full time

**Firstly, a little bit about us.**

We make brands unskippable.

Through our work with clients including... [deep breath] Adobe, Prime Video, Spotify, YouTube, Microsoft, Kellogg’s, HSBC, John Lewis, Have I Got News For You, Motorway, Channel 4 and Amazon Alexa, we add value, not noise.

We put creativity at the heart of everything we do. From social strategy, social creative, social production, social amplification and social effectiveness, we deliver expertise and cultural relevance. On social.

Still reading? Great. It’s only been three short paragraphs. And we’d love to hear about you...

**The Role.
We’re on the hunt for a Billing and Finance Assistant to join our dedicated Finance team within The Weber Shandwick Collective, supporting That Lot and Weber Shandwick.

**Your responsibilities.**
- **PAG / Revenue management**
- Maintaining the invoice tracker
- Following up client PAG with account leads and interoffice contacts
- Managing client portals to ensure PO’s are raised a correct - working with the client team to follow up any missing items
- **Job / WIP Maintenance and Billing**
- Requesting credit check information and distributing
- Requesting client creation via the US
- Opening jobs and ensuring all jobs have correct documentation - submitting paperwork to revenue control and loading PAG and scopes onto each job
- Communicating job numbers to the client team and ensuring that time / costs are on the correct job
- Running weekly time and cost reports and actioning time and cost moves
- Raising fee and cost invoices and loading onto client portals
- Assisting Credit Control with any receivables issues
- Complete final reconciliations
- Ensuring that jobs are closed down on a timely basis
- Analyze and update the monthly WIP report - review with ABM / BM and submit to revenue control
- **General Admin / System Maintenance**
- Ensuring that new employees are set up in SAP, and rate maintenance / employee SAP maintenance
- Assisting with any audit questions
- Running ad hoc reports as required
- Answering general queries for the team - assisting with the day to day financial management and smooth running of the practice
- **Purchase Order Management**
- Weekly run of open purchase order report.
- Investigate and resolve all open purchase orders or instruct the appropriate team where necessary.
- Raise inter-company purchase orders where necessary
- Contact purchase order creators to good receipts POs.
- Raise internal purchase orders to vendors where necessary or instruct the relevant team.
- Maintain and manage the Vendor PO mailbox.
- **Vendor Management**
- Run daily Vendor Invoice "Parked" list, update notes and action points, and resolve / investigate where necessary
- Support the business with "New Vendor" onboarding queries.
- Request and reconcile vendor statements against SAP.
- **Amex GBT travel statements/ invoice management**
- Download monthly statements and match them against downloaded invoices.
- Raise purchase orders to Amex GBT Travel where necessary or instruct the relevant team.
- **Amex Meeting Card Reconciliation**
- Reconciling the Amex meeting card monthly.
- Collate invoices and purchase orders for submission to the Shared Services Accounts Payable department for processing before the payment date.

***

**Some specific skills you’ll need.**
- Proven experience of working in a results driven billing department
- Excellent working knowledge of Excel
- Self-motivated and energetic member of the accounts team
- Strong attention to detail with the aim of maintaining and improving quality of procedures in line with company policy
- Able to prioritise and meet deadlines by having a proactive and flexible approach to your work
- Super organised

**Perks of the job.**

We also offer several perks, including the following:

- 25 days holiday + 2 extra days at Christmas + 2 annual days for volunteering
- Flexible working, with 2 in-office days expected
- Employee wellbeing perks including things like; EAP mental health support, free membership to both Headspace meditation and Perkbox
- Discounted gym membership
- Cycle to work scheme
- Summer and Christmas company parties
- Pension scheme
- Access to health insurance

**Diversity & Inclusion**
That Lot is an Equal Opportunities Employer. All applicants will be considered for employment without attention to race, colour, religion, sex, sexual orientation, gender identity, national origin or disability status
- #LI-LM1_

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