Finance Administrator

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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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