Billings Administrator

Immediate start - minimum of 3 months temporary - West London - £16-£18 ph

I have an urgent need for an experienced Contracts Administrator for a global advertising company based near Paddington, West London. The role is 5 days in the office and will focus on ensuring the integrity of the client contracts and billing processes for one of the international divisions. You will be the administrative conduit between the International Sales Team, finance and other central, administrative functions.

The purpose of the role is to produce the contracts needed to execute advertising campaigns, liaising with both clients and suppliers and work closely with the Sales Team to secure Board and client signature. The role is also responsible for managing invoicing from the supplying country and ensuring payment is received from the client. You will also deal with ad hoc administrative queries for the International Sales teams. The jobholder will be required to support the Administration Executives within the team in day to day administrative queries.

What You'll be Doing;

Administration

• Responsible for reviewing the first draft of contracts to ensure all relevant information is captured and ready to submit a final version to the Finance & Administrator Manager
• Prepare clients’ contracts - working to deadlines and ensuring accuracy
• Work closely with Account Payable team to ensure all invoices sent by supplier has the correct PO.
• Follow up closely with client / sales team for the overdue invoices
• Ensure all invoices raise on time to the client according to the billing schedule agreed.

Finance

• Working with Finance & Administrator Manager closely for month end closing. This includes data verification, manual adjustments and reconciliation using monthly reporting tools.
• Support on the annual audit request
• Ad hoc reporting request

Communication

• Liaise with Accounts Payable on all aspects on the payment side of the contracts
• Chase-up signed contracts, follow up billing schedules and seek additional information where necessary
• Liaise with various departments such as UK Finance and International Sales Teams
• Build excellent working relationships with key stakeholders in order to provide core contractual information that underpins relationships with clients and suppliers

Team support

• To have a flexible approach to international Sales Teams, with an urgent requirement on demands to suit different time zones
• Provide on-going support to Administration Executives on day-to-day administrative activities, acting as a source of expertise
• Take ownership and follow up in solving specific complex issues related to contracts, engaging with sales teams to clarify continually changing client requirements for both service and means of payment.
• Anticipate forthcoming issues related to administrative activities and proactively manage to resolve within short deadlines

Capabilities

• PC literate, especially Excel & Word;
• Knowledge SAP system will be considered an asset;
• Ability to work well in an office environment;
• Excellent communication skills; diplomatic and friendly
• Calm and able to prioritise under pressure, being able to handle challenging situations and deliver to short timelines
• Team player and ability to build effective working relationships with key stakeholders, clients and suppliers
• Excellent time management and ability to manage multiple workloads
• Self-motivated; able to work on own initiative & with minimal supervision
• Aptitude for figures; accurate work and attention to detail
• Flexible approach; working as part of a team - multi-culture/language
• Understanding of international working markets, with a flexible and adaptable approach to demands of different time zones