Timesheet Cost Assistant

The Anthro joint venture between Egis and VVB Engineering will provide comprehensive turn-key services for London's state-of-the-art HS2 gateway station at Old Oak Common. We have been awarded a multi-year contract to deliver MEPHFC (Mechanical, Electrical Public Health, Fire and Communications) systems works.

The role is based on site in Acton (West London) and you will be required to attend site 3 days a week.

The Timesheet Cost Assistant is a key member of the finance and accounting team, responsible for the accurate and timely collection, validation, and processing of employee timesheet data. This role is crucial for ensuring that labour costs are correctly assigned to specific projects, jobs, or departments for financial reporting, billing, and analysis purposes. The Timesheet Cost Assistant works closely with project managers, employees, and the payroll department to maintain data integrity and support cost-related decision-making.

Key Responsibilities:

• Timesheet Processing and Validation:
  • Collect and review timesheets from all employees, ensuring they are submitted on time and are complete and accurate
  • Accurately input weekly timesheet data for project Labour into the company's financial and project management software. Verify timesheet entries against gate entry records and established company policies, project codes, and approval workflows
  • Identify and resolve any discrepancies or issues with timesheet submissions in a timely manner by communicating with employees and their supervisors
  • Ensure all billable and non-billable hours, overtime, and leave are recorded correctly
• Cost Allocation and Data Entry:
  • Assist in the preparation of timesheet data for payment applications for project and company's payment application process
  • Assist in the preparation of forecasting for employees based on timesheet trending for project and company's payment application process
  • Assist in the preparation of monthly accruals for all employee costs for financial reporting
• Reporting and Analysis:
  • Assist in the preparation of regular reports on labour costs, including project cost summaries and variance analyses (comparing budgeted vs. actual hours/costs)
  • Generate weekly timesheet summary data and distribute to project managers and department heads to support accurate timesheet recording in line with project guidelines
  • Assist with the analysis of project compliance with contract policies and manage the derogation process
• Liaison and Support:
  • Serve as the primary point of contact for employee inquiries regarding timesheet submissions and labour cost queries
  • Collaborate with the Payroll department to ensure a seamless and accurate payroll run based on timesheet data for Labour
  • Communicate with Project Managers to understand project requirements and ensure timesheet data aligns with project scopes
• Administrative and Compliance:
  • Maintain organised and confidential records of all timesheets and related documentation for audit purposes
  • Assist in month-end and year-end closing procedures as they relate to labour cost accruals and reporting
  • Stay informed of company policies and procedures related to timekeeping

The Timesheet Cost Assistant is a key member of the finance and accounting team, responsible for the accurate and timely collection, validation, and processing of employee timesheet data. This role is crucial for ensuring that labour costs are correctly assigned to specific projects, jobs, or departments for financial reporting, billing, and analysis purposes. The Timesheet Cost Assistant works closely with project managers, employees, and the payroll department to maintain data integrity and support cost-related decision-making.

Key Responsibilities:

• Timesheet Processing and Validation:
  • Collect and review timesheets from all employees, ensuring they are submitted on time and are complete and accurate
  • Accurately input weekly timesheet data for project Labour into the company's financial and project management software. Verify timesheet entries against gate entry records and established company policies, project codes, and approval workflows
  • Identify and resolve any discrepancies or issues with timesheet submissions in a timely manner by communicating with employees and their supervisors
  • Ensure all billable and non-billable hours, overtime, and leave are recorded correctly
• Cost Allocation and Data Entry:
  • Assist in the preparation of timesheet data for payment applications for project and company's payment application process
  • Assist in the preparation of forecasting for employees based on timesheet trending for project and company's payment application process
  • Assist in the preparation of monthly accruals for all employee costs for financial reporting
• Reporting and Analysis:
  • Assist in the preparation of regular reports on labour costs, including project cost summaries and variance analyses (comparing budgeted vs. actual hours/costs)
  • Generate weekly timesheet summary data and distribute to project managers and department heads to support accurate timesheet recording in line with project guidelines
  • Assist with the analysis of project compliance with contract policies and manage the derogation process
• Liaison and Support:
  • Serve as the primary point of contact for employee inquiries regarding timesheet submissions and labour cost queries
  • Collaborate with the Payroll department to ensure a seamless and accurate payroll run based on timesheet data for Labour
  • Communicate with Project Managers to understand project requirements and ensure timesheet data aligns with project scopes
• Administrative and Compliance:
  • Maintain organised and confidential records of all timesheets and related documentation for audit purposes
  • Assist in month-end and year-end closing procedures as they relate to labour cost accruals and reporting
  • Stay informed of company policies and procedures related to timekeeping

We are committed to our planet:

In each project we design, engineer and operate we care deeply about the legacy we're leaving behind. As part of our team, you'll have a unique opportunity to use your skills and expertise to shape a better future for our communities in the UK, and all around the globe.

Our commitment is translated in the work carried out by our Egis Foundation, which funds concrete actions to address the climate crisis and is focused on educational and social initiatives that will help in the responsible and sustainable shift towards a sustainable world.

Diversity & Inclusion:

We are an Equal Opportunities employer and we strive to build a workforce that truly reflects the communities we represent. We welcome candidates from all backgrounds, regardless of age, disability, gender, gender identity, gender expression, race, religion or belief, sexual orientation, socioeconomic background, and any other protected characteristic. If you decide to apply for an opportunity with us, your application will be assessed based purely on your experience, the essential and desirable criteria, and your suitability for the role. We value each and every one's contribution as this builds our culture and means that if you work with us, you will be included, listened to, and respected.