Finance Administrator

Finance Administrator

To support the Head of Finance and the Finance Team by delivering a range of administrative duties ensuring for a quality finance service.

·      Posting income and adjustments to rent and factoring accounts

·      Purchase ledger invoice processing, supplier payments and queries

·      Finance admin duties

 Finance

·      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

·      Proactively monitor invoice returns to ensure deadlines for processing and payment runs are met, following up with departments and resolving delays as required

·      Review and validate purchase ledger invoice coding against budgets, ensuring descriptions and VAT codes are accurate and investigate and resolve discrepancies

·      Manage supplier queries from receipt to resolution, applying judgement to resolve issues and escalating complex or high-risk matters appropriately

·      Co-ordinate new suppliers checks and maintain accurate supplier records within the purchase system ensuring appropriate controls and audit requirements are met

·      Complete rolling monthly supplier statement reconciliations, identifying and resolving outstanding items

·      Prepare, review and process weekly purchase ledger payment runs and BACS payments in line with agreed controls and deadlines

·      Support the administration of petty cash, maintaining accurate reconciliation records, monitoring compliance with appropriate controls

·      Record and bank payments received, ensuring transactions are accurately documented

·      Maintain the daily cashflow spreadsheet and reconcile rent and current bank accounts to bank statements identifying any variances

·      Maintain accurate records of all income received

·      Maintain records for the fixed asset register, ensuring budget coding and component descriptions are accurate and up to date

·      Maintain and review the development finance spreadsheet, recording all income and expenditure accurately

·      Maintain the monthly common electricity spreadsheet in preparation for accruals

Rent and Factoring

·      Post rent and factoring income daily, including Allpay, Worldpay, Housing Benefit and Universal Credit

·      Assist with internal and external queries in relation to rents, Housing Benefit payments and payments received

·      Process rent and factoring adjustments

·      Process owner and tenant refunds

·      Process factoring buyers and sellers’ adjustment

·      Process factoring common area charges to owners

Administrative

·      Maintenance of the Finance and Invoice mailboxes on a rota basis, prioritising resolving, signposting and filing issues as they occur

·      Provide general administrative and clerical support to the Finance department

·      Month end – support the Invoice Register coding for accruals

·      Provide cover for period end, running End of Period and Rent Debit reports

·      Any other tasks or duties reasonably required

Corporate Responsibility

·        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.

·        Ensure compliance with all regulatory, statutory and legal requirements.

·        Support the wider team during busy periods and peak workloads.

·        Comply with legislation, regulation, policy and other relevant directives, including staff code of conduct, health and safety, anti-fraud and bribery and equalities.