Finance & Facilities Assistant - Facilities

3 months ago

London, United Kingdom Hearst Media Services Full time

At Hearst UK, there’s always more to the story. Join us as our Finance and Facilities Assistant to start the next chapter in your career.

Hearst UK is a leading premium content and experience business. We publish 20 brands including Good Housekeeping, ELLE, Harper’s Bazaar, Cosmopolitan and Esquire. Our digital brands reach half of UK women and one in three of UK men every month, and our trusted content engages them wherever they are. We circulate over 26 million magazines a year, we reach on average 21.1 million UK digital unique users per month and have more than 32.4 million follows via our social media platforms.

Our licensed brand extensions include Country Living sofas, Esquire apparel and accessories. We also have a growing operation offering accreditation through the state-of-the-art testing facility at the Hearst Institute.

**ABOUT THE ROLE**

The Finance & Facilities Assistant will work as part of a team to deliver professional, efficient & accurate support to the Facilities Department and to manage the finance aspect of the FM account, collate finance reports and allocate costs accordingly.

**The main duties will include but are not limited to**:
**Finance**
- Support the Head of Facilities with the day-to-day Finance and Admin to ensure these are carried out in a manner consistent with Hearst policies & directives;
- Ensure all invoices are processed timely and coded accurately;
- Investigate missing invoices and chase suppliers;
- Ensure Purchase orders are correctly raised in Oracle database and liaise with HSC to add new suppliers to PO Database;
- Assist the Facilities team with purchasing & orders management (consumables & Stationary);
- Process orders on the credit card, making sure requisitions are logged for expense approval;
- Assist the Head of Facilities with the monthly settlement of the credit card purchases;
- Be responsible for the Reconciliation of recharge control accounts on a monthly basis for Mail and travel invoices;
- Assist the Head of Facilities with the yearly Budget setting and quarterly forecast updates;
- Gather financial information that supports budget process and generation of management information and reports necessary for the development of capital budgets for the facility;
- Liaise with Management Accounts or HSC in the US when needed;
- Working with the Head of Facilities to ensure all costs are recorded and maintained in line with annual budgets;
- Provide information to Management Accounts for month-end accruals.

**Facilities**
- Provide admin support for the delivery of operational services to Hearst’s environment on a daily basis, taking responsibility for specific projects.
- Assist with the reception desk during peak times and ad-hoc to cover the desk;
- Work effectively and efficiently with cross-functional teams to resolve issues;
- Compilation and analyzing of data - Sustainability, Energy, Utilities;
- Assist with general support to the FM team including meeting room management and minute-taking;
- Assist with calendar management of the Head of Facilities;
- Liaise with other Hearst locations to keep up-to-date records of information and documents;
- Assist with H&S requirements (incl training) and workstation/DSE assessments including orders;
- Assist with Facilities and Reception queries via telephone and other communication as needed;
- Identify issues and act to resolve them where able, otherwise escalate for resolution;
- Be visible to all internal departments and develop relationships with key individuals supporting improved service delivery;
- Evaluate, prioritize, respond, and/or escalate both written and electronic correspondence;
- Handle inquiries and maintain vendor relationships by coordinating regular feedback from internal customers;
- Assist with regular floor walks to gain data about desks and floor usage;
- Assist with projects as requested (i.e. researching additional products and services when required);
- Assist with running and analyzing of access data reports;
- To be an ambassador of Hearst UK and its values;
- You may be required to undertake such further duties as your skills, qualifications, and experience allow and/or as may be assigned to you from time to time.
- Any other ad hoc requests or project work as reasonably requested

**ABOUT YOU**

Relevant experience within a similar professional services or office environment with experience in a Finance or administrative function.

**WHAT WE OFFER**

At Hearst UK, you can choose from a huge range of perks and benefits that can help you learn well, work well and live well including:

- 25 days’ holiday (with the option to buy up to 5 additional holiday days) - pro rated for part-time or fixed-term employees
- Hybrid working model
- Discounted gym membership
- Healthcare cash plan
- Spend a charity day with your favourite good cause
- Life assurance and pension scheme
- Regular socials and more

There’s more to your story than you imagine. And the next chapter

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