Job title:Finance & Administration Coordinator
Reporting to:Finance & Business Operations Manager
Job role and purpose
This is a key role which will act as a span breaker between the Finance & Business Operations Manager and the day- to-day operations of the finance and admin functions. It is a multifunctional role and will include the coordination of tasks and provision of effective support for our finance team and wider administrative duties including contracts, health and safety, and risk and compliance.
Key responsibilities.
1. Finance & Accounting.
* To establish workflow priorities to deal with many, sometimes competing or concurrent, tasks.
* To ensure all finance tasks are completed accurately and in a timely manner.
* To coordinate the necessary maintenance of finance files and data including timesheet reporting, projects, PO’s, customer and supplier records.
* To optimise resources via effective debt chasing processes.
* To assist in the reconciliation of bank accounts, credit card accounts, general ledger accounts and journal processing.
* Set up forecast budgets for grant and contract work as required and monitor activity against those forecasts, liaising with Budget Holders re any variances.
* Support the preparation of required schedules and data for the annual audit.
* To support the team with complex and non-complex issues.
* To identify and present key control and process changes which improve efficiency.
* To support the Finance & Business Operations Manager and/or Management Account with ad hoc projects or requests as required.
* To provide guidance and training to non-finance staff as directed.
* Identify issues, concerns or problems and communicate with management
* Support the maintenance and updates of Finance Policies.
2. Contracts
* Overview and support all new supplier commissions and contracts, new customers and Memorandum of Undertakings.
* Undertake financial due diligence checks and set up new suppliers and new customers
* Raise supplier contracts or addendum letters, for all new commissions.
* Support the Commercial Team in the implementation and delivery of the commissioning process.
* Maintain the contracts tracker for Head Office contracts to ensure no timescales or deadlines missed and payments are as expected.
* Support Finance & Business Operations Manager in sourcing effective products and services which are good quality and great value for money.
3. Administration
* In conjunction with the HR Generalist, be responsible for the maintenance and delivery of all H&S activities for BEP, including:
o Annual review of drivers declarations
o H&S checks
o Liaison with landlord re their H&S responsibilities
o Act as Fire Marshall
o Ensure we have adequate and trained first aiders
o Annual Display Screen Equipment tests
* Ensure Strategic Risk Register is up to date and maintained, reporting any high risk issues to management.
* Provide both routine and non-routine administrative support to management as required.
Other duties.
To communicate effectively utilising different vehicles ie letter, email, phone or face to face, with all parties including external agents and/or partners, colleagues and associates at all times.
The post holder may be required to lead or support other projects as required by the organisation.
To undertake any other duty as required by the organisation, commensurate with pay grade, skills and experience.
To work with BEP colleagues to:
1. Develop a shared knowledge of BEP projects and products, and create opportunities for mutually beneficial linkages between them.
2. Provide mutual support to the development, marketing and delivery of all BEP projects and projects.
Person Specification
Experience & Qualifications
* Degree, preferably in Finance or Accounting, Business Administration or closely related field and a minimum of 2-5 years relevant work experience.
* Experience in managing or coordinating a small team
* Experience of working on finance platforms. We use Xledger.
* Proficiency in Microsoft Office Suite
* Experience of working within contract delivery and management – 2 yrs
* A good understanding of Health & Safety regulations and requirements - desireable
Key Skills & Knowledge
* Strong interpersonal skills with an ability to communicate effectively on all levels.
* A strong desire for continuous improvement to optimise resources and create better value for money
* Workstyle and mindset that are highly detail orientated with a great focus on accuracy and efficiency as well as issue resolution.
* Takes initiative and thinks outside the box, whilst remaining compliant
* Ability to independently solve non routine and complex issues with minimal supervision, balanced with a willingness to request clarification and/or assistance when uncertainties arise.
* Patience and ability to work in a multi-task environment
* Excellent time management skills and the ability to prioritise effectively
* Ability to communicate and work well with others
Behaviours
Linked to our Behavioural Framework with specific focus on:
* Leading by example
* Takes ownership
* Working collaboratively
* Delivering successful outcomes
* Developing self and others
* Effective communication
* Managing resources and risk
* Evaluating options and problem solving
* Championing change
Note:The organisation reserves the right to make reasonable changes to this job description in consultation with the employee.
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