Finance/Office Administrator

Job Responsibilities:
. Technical Skills
o Excellent EXCEL Skills, with the ability to
1. write spreadsheet pro formas
2. prepare and modify pivot tables to develop infographics for board report
3. develop charts
o Excellent WORD skills, with the ability to prepare reports, proposals, tables of contents, etc
o High speed typing capability
. Soft Skills
o Highly proficient verbal and written English skills
o Very strong work ethic and ability to quickly develop relationships
o Self-starter who chases work
. Pre-Contract Coordination
o Sharepoint to create Tender Number
o Shared Email Folder setup
o Jobpac Cost Code under BD job number BC2013
o Management of Tenders Portal
o Create analytics from tenders portal
o Use Tenders Portal to create budget inputs
o Create new Job number
. Jobpac Live Project Management
o Adding new cost codes as required
o Ad hoc tasks as required from time to time
. End of Month (EOM) Processing
o Enter times
o EOM Times (this must be completed at the end of day on the 25th before the person leaves the office, so JCRs can be run the next day)
1. Initial review of times prior to posting to ensure has completed their times. Follow them up if they have not
2. We will need access to times of all staff, so as to be able to help them when they are unable to enter times themselves
3. Approve and Post Times - jump in and out of WIDs 001 and 341 to do this
o Employee Costs Report
1. crystal report based on a few drop down choices
2. provides time report at job and cost code level for us by PMS when doing their invoicing
3. output into excel format and modify to print to A4
o Project Manager Invoicing/Accrual/Valuation Workbook
1. Template exists
2. New tabs added when new jobs come on line
3. bespoke excel spreadsheet that Jazz has set up
o Claim Preparation
1. The inputs from the PMs in their workbook (referenced above) then drives this next phase
2. Job Cost Reports (JCRs)
. Extract from the employee costs report excel file tailored for each particular job
. Create pdf's
3. Progress Claims Create in Jobpac
. Create structure of claim items based on commission from client, plus any variations since original commissioning
. Add and modify sections and sub sections so that it looks are reads neatly and logically
. Match to what the PM wants to invoice
. Gain approval of PM for the claims before generating Tax Invoices
4. Tax Invoices
. Create Request for Tax Invoice (RFTI) and correspond with BMD Treasury. Confirm GST status for each client
. Check TIs for accuracy
5. Client Interaction
. Send consolidated claims to clients each month
. Debtors
o Receive advice from Treasury - follow up clients via email, with cc to PM
o Update debtors system
. Board Report
o Create draft Board based on Empower template
o This involves various analytics done within excel, using pivot tables, etc

• Travel and Events

• Diarising travel in calendars
• Booking attendance at seminars, conferences, etc

• Reconciliation of Credit Card Accounts

• Receipts and photos will be emailed and coding will be done by Finance Administrator
• Training will be provided

• Broad office administration experience, including the ability to develop and nurture relationships across an office, so as to provide mentoring to colleagues and assist them in their development
• Ability to grow and provide a wide range of assistance to the Vice President BMD Global Services
• 5-10years experience in financial transaction and financial management roles
• Demonstrated experiences using Microsoft products, including Word, Excel, Powerpoint and other
• Enterprise Resource Planning (ERP) software would be highly regarded
• A degree in accounting will be considered
• Ability to establish and maintain relationships across different functions in the business
• Attention to detail
• Demonstrated ability in putting in place check routines to ensure accuracy of work product
• Previous experience in a similar role is essential
• Highly proficient English verbal and written communication skills
• Demonstrates a high work standard and very strong work ethic
• Maintain the BMD Culture