Supervisor - Accounting & Administration UK

Job Overview and Responsibilities

We believe that inclusion helps us thrive and grow at United across our collaborative Finance teams consisting of Financial Planning & Analysis, Internal Audit, Treasury, Global Procurement, Controllership, Investor Relations and more. These teams provide the financial fuel that keeps our operation running from providing detailed analyses of financial planning, performance, and forecasts to managing our investments and financial strategies. Our Finance team plays an integral role in making our airline profitable and successful by meeting our financial goals.

This role is responsible for supervising UK-specific financial operations, including accounts payable and accounts receivable processes. The position ensures compliance with UK VAT regulations and maintains accurate documentation and process flows across all business units. The role includes direct supervision of two team members, with responsibilities for setting measurable performance goals, conducting regular performance monitoring, and providing comprehensive reporting on team outcomes.

Accounts Payable Core Responsibilities

• Invoice Management & Compliance: Audit, review, and code all UK accounting and contracted invoices according to Company Levels of Approval Matrix
• Maintain current UK Admin contract binder and ensure compliance with approval processes
• Process miscellaneous vendor requests including credit applications, company registration information, and tax ID procurement for supplier setup

Expense Management & Banking Operations

• Oversee UK receipt manager function for employee expense submissions through Concur
• Monitor and analyze bank account activity to identify direct debit transactions and unusual credits
• Review bank reconciliation reports and coordinate with vendors on payment-related issues
• Prepare monthly journal entries for manual payments processed by LHRIA team

Payment Processing & Vendor Relations

• Review and respond to payable invoice and supplier inquiries via TAP system
• Provide backup support for manual payment approvals across banking platforms
• Distribute checks to signatories per mandate requirements and issue to appropriate payees
• Coordinate corrective actions for payment returns and unusual account credits

Training & Support

• Train UK employees on Concur T&E processing using EMEAI-specific documentation from Flying Together and Local Bulletins
• Provide training on purchase card transaction reporting, including VAT handling and documentation requirement

UK Tax Core Responsibilities

• VAT Management & Compliance: Review comprehensive payable reporting across all systems (Oracle, Coupa, Concur, Purchase Card) and post-payment documentation
• Identify and properly code non-standard reclaimable UK VAT transactions with appropriate supporting documentation for reclaim processing
• Monitor standard reclaimable VAT processes and elevate deviations to relevant stakeholders for immediate corrective action

Tax Reporting & Documentation

• Compile and analyze payment data and source documents to gather required information for local PAYE and VAT reporting obligations
• Ensure accuracy and completeness of tax-related documentation to support regulatory compliance and audit requirement

Accounts Receivable Core Responsibilities

• Invoice Management & Collections: Supervise timely and accurate preparation and issuance of UK miscellaneous invoices to external business partners
• Oversee monthly credit control activities to ensure prompt collection of outstanding receivables
• Monitor aging reports and implement collection strategies to minimize overdue accounts

Chargeback Processing

• Supervise handling of UK and offline credit card chargebacks to ensure accurate and timely resolution
• Coordinate with relevant departments to gather supporting documentation for chargeback disputes

System Operations & Month-End Support

• Provide backup support for AR receipt processing to ensure timely recording of receipts in Oracle AR system
• Monitor daily accounting job execution and troubleshoot system issues as needed
• Support month-end close activities to ensure UK accounting periods close accurately and completely

Balance Sheet Accounts and General Administration Core Responsibilities

• Financial Reporting & Account Management: Supervise timely preparation and review of monthly and quarterly balance sheet account reconcations
• Monitor and clear outstanding items promptly, ensuring all unreconciled items are researched and resolved
• Conduct annual self-audit of UK disbursements in accordance with established audit guidelines

Administrative & Compliance Functions

• Process and route all UK court correspondence to appropriate divisions with timely follow-up to ensure case resolution
• Complete annual review of council rates bills in March and maintain updated Business Rates file for CRE

Customer Service & Query Resolution

• Handle internal and external customer inquiries via telephone, email, and mail
• Research payment queries, outstanding invoices, duplicate/incorrect payments, and payment rejections using Oracle AP and TAP systems
• Manage supplier reconciliations for key vendors (e.g., FedEx, HAL)
• Process remittances from TransatlanticAP email and update supplier information including remittance email addresse

Staff Supervision Core Responsibilities

• Team Leadership & Development: Directly supervise and manage two team members, providing guidance and support for professional growth
• Develop and implement measurable performance goals aligned with departmental objectives and individual career development plans
• Conduct regular coaching sessions to enhance team member skills and address performance gaps
• Monitor and evaluate employee performance through ongoing feedback, formal reviews, and goal tracking
• Implement performance improvement strategies when necessary and recognize achievements to maintain team motivation
• Collaborate with direct reports to establish SMART (Specific, Measurable, Achievable, Relevant, Time-bound) goals
• Provide ongoing support and resources to help team members achieve their objectives
• Conduct regular check-ins to assess progress and adjust goals as business needs evolve

This position is offered on local terms and conditions. Expatriate assignments and sponsorship for employment visas, even on a time-limited visa status, will not be awarded.

Qualifications

• High school diploma or equivalent in Finance & Accounting Experience
• Minimum of 5 year\’s experience working in a similar role required
• Experience in reviewing and handling UK VAT required
• Previous managerial experience preferred
• Ability to work without direct Supervision, to plan and organize efficiently and meet strict deadlines at the same time maintaining a high level of accuracy required
• Good knowledge of UK VAT rules and guidelines required
• Good communicator with strong written and verbal communication skills required
• Must be legally authorized to work in United Kingdom for any employer without sponsorship
• Must be fluent in English (written and spoken)
• Successful completion of interview required to meet job qualification
• Reliable, punctual attendance is an essential function of the position

Preferred Qualifications

• Bachelor\’s degree in Airline Industry Finance & Accounting Experience
• Good knowledge of existing United AP processes and systems required
• Good knowledge of existing United Payables and Expense Reporting policies required