Finance Assistant

6 months ago


London, United Kingdom Mitie Full time

1.

2.

**Job Purpose**:
Reporting to the Finance Manager, The role will support on preparing the client Application for payment (AFP) for submission to the client and all associated sales invoices following approval, preparing bill batch and billing on monthly bases & supporting Month end process relating to Income reconciliation and Income Journals. The role also supports the re-forecast and the annual budget process and receipting of all client pass through transactions (utility billing).

The role follows a strict timetable which requires a methodical and organised approach to completing tasks. The provision of accurate and timely information to facilitate timely decision making and efficient running of the contracts, as well as driving continuous improvement.

To ensure compliance with BU, Divisional and Group policies and procedures, together with relevant accounting standards, GAAP, statute and best practice.

**Principal Accountabilities**:
1. Prepare client Application for payment for both Fixed and additional works within the prescribed timetable.

2. Review final chargeable quotes on daily basis on Maximo and progress works to AFP for accuracy prior to billing.

3. Reject chargeable works which do not meet criteria to include on AFP.

4. Prepare AFP within deadline and forward to client for approval.

5. Preparation of bill batch on the system for all country to include both Fixed and additional works.

6. preparation of Mitie draft sales invoices for submission to Mitie Central Finance team

(IH Birmingham).

7. Report AFP progress in month against chargeable works/quotes including monthly deadlines for

Submission

8. Raise fixed fee work orders in Maximo & adjust for CE's (compensation event) as required.

9. Debtor control -maintain Sales Invoice tracker including inputting of remittance advice detail, to allow for

Correct allocation of sales invoice payments by central finance team. Also to complete CCS return form on the monthly basis under the NEC3 contract.

10. Complete aged debt analysis and commentary with collection target of NIL debt greater than 30 days.

11. Assist with queries relating to sales invoices.

12. Follow-up incorrectly raised sales invoices.

13. Cash forecast submission to BU on weekly basis

14. Support preparation of month-end flash result and closing numbers for the month.

15. Journal validation, update journal register and reconcile with GL Report.

16. Prepare trend reports to assist with determining variances in month.

17. Follow-up aged income accruals on the CVR.

18. Assist with income analysis and all month end accounts queries.

19. Support preparation of the annual Budget and Quarterly re-forecast.

20. Assist with response to mid-year and year-end audit queries.

21. Carry out periodic review of purchase order report, WIP Report and manage closing out of all aged purchase orders, Work orders.
- Drive effective monitoring and management of working capital, with timely conversion of WIP & accruals into invoiced debt and trade payables and cash settlement thereafter.
- Work collaboratively with other finance personnel across the sector and wider CG BU, to ensure consistency of process and approach on all financial matters.
- Assist with review of financial processes, and provide input into improving processes where necessary.

25. Assist line manager with any other ad hoc duties. Support Commercials on quote review, or raising of purchase order as required.

26. Client pass-through cost (client Hera system)-Process client utility invoices via the Hera purchase order system

27. Follow-up supplier statements for client utility companies, validating all invoices to consumptions and requesting approval from client for EDF DS forms and all other utility bills, before raising a Hera requisition. Forwarding all invoices to client processing team UKPC.

28. Maintaining and updating utility tracker with all the bills received, consumption record,bills processed for payment and paid.

29. Respond to all queries relating to payment of client utility invoices

30. Other duties from time to time at the discretion and direction of the Finance Manager

31. Coordination point for all issues to do with the client Hera system, including liaison with Hera requisitions across the contract.

**3.**

**Communications and Working Relationships**:
Reporting to the Finance Manager and a member of the overall commercial and finance team. Interfaces include communication with budget holders on financial data/reports, responding to finance queries from the senior management team, and communication with the Interserve central finance team based in Birmingham.

Innovation / Passion for the Customer and Client
- Understands understated customer needs and responds appropriately.
- Receptive to new ideas and looks for innovative methods / practices to improve customer service and our service delivery.
- enthusiastic and committed to provide a professional, high quality service to the Co


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