Job Description
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Finance Administrator
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To support the Head of Finance and the Finance Team by delivering a range of administrative duties ensuring for a quality finance service.
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· Posting income and adjustments to rent and factoring accounts
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· Purchase ledger invoice processing, supplier payments and queries
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· Finance admin duties
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Finance
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· Take ownership of the end-to-end invoice administration process, including invoice logging, validation of calculations and arithmetic and issuing system emails to all departments for checking and authorisation
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· Proactively monitor invoice returns to ensure deadlines for processing and payment runs are met, following up with departments and resolving delays as required
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· Review and validate purchase ledger invoice coding against budgets, ensuring descriptions and VAT codes are accurate and investigate and resolve discrepancies
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· Manage supplier queries from receipt to resolution, applying judgement to resolve issues and escalating complex or high-risk matters appropriately
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· Co-ordinate new suppliers checks and maintain accurate supplier records within the purchase system ensuring appropriate controls and audit requirements are met
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· Complete rolling monthly supplier statement reconciliations, identifying and resolving outstanding items
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· Prepare, review and process weekly purchase ledger payment runs and BACS payments in line with agreed controls and deadlines
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· Support the administration of petty cash, maintaining accurate reconciliation records, monitoring compliance with appropriate controls
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· Record and bank payments received, ensuring transactions are accurately documented
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· Maintain the daily cashflow spreadsheet and reconcile rent and current bank accounts to bank statements identifying any variances
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· Maintain accurate records of all income received
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· Maintain records for the fixed asset register, ensuring budget coding and component descriptions are accurate and up to date
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· Maintain and review the development finance spreadsheet, recording all income and expenditure accurately
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· Maintain the monthly common electricity spreadsheet in preparation for accruals
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Rent and Factoring
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· Post rent and factoring income daily, including Allpay, Worldpay, Housing Benefit and Universal Credit
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· Assist with internal and external queries in relation to rents, Housing Benefit payments and payments received
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· Process rent and factoring adjustments
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· Process owner and tenant refunds
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· Process factoring buyers and sellers’ adjustment
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· Process factoring common area charges to owners
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Administrative
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· Maintenance of the Finance and Invoice mailboxes on a rota basis, prioritising resolving, signposting and filing issues as they occur
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· Provide general administrative and clerical support to the Finance department
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· Month end – support the Invoice Register coding for accruals
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· Provide cover for period end, running End of Period and Rent Debit reports
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· Any other tasks or duties reasonably required
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Corporate Responsibility
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· Ensure the values of the Association are reflected in your work and that all services provided are delivered in line with the Association’s Vision, Values, Aims and Objectives.
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· Ensure compliance with all regulatory, statutory and legal requirements.
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· Support the wider team during busy periods and peak workloads.
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· Comply with legislation, regulation, policy and other relevant directives, including staff code of conduct, health and safety, anti-fraud and bribery and equalities.
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