Our Accounts Administrators are essential members of the finance team responsible for supporting the day-to-day financial operations of an organization. They handle various administrative tasks related to accounts payable, accounts receivable, data entry, invoicing, and general financial record-keeping, ensuring accuracy and efficiency in financial processes.
DUTIES AND RESPONSIBILITIES
- Quote Administration – Work with sales managers to promptly and accurately raise, update and distribute client quotes from various sources, through our internal platform Trello in Workflowmax.
- Invoicing – Generate invoices daily on direction from Project Managers & Sales Managers. Proactively engage with Project Managers to ensure invoices are issued at the correct project stage.
- Project Reconciliation – Reconciling finances across each project in conjunction with its Project Manager (Approx. 12 Project Managers carrying on average 10+ jobs each at any given time).
- Client Communication – Manage any client requests in relation to their project finances in a clear & concise manner. Balance excellent client service with ensuring the best result for the company & cash flow.
- Weekly Meetings – Meet with each Project Manager to discuss their current projects and assess what has been invoiced & paid to date.
- Process Design – Seeking opportunities to update our SOP’s ensuring maximum efficiency, best client service & optimum cash flow.
- Reporting & Auditing – Preparing current reports & creating new reports to monitor & audit all elements of the quoting, invoicing & collections process, making recommendations for improvement.
- Sales Data – Working closely with the Business Development Manager to ensure all sales directives are implemented & identifying any key trends in pricing, invoicing or customer service.
- Training – Onboarding & training all new Project Managers in relation to Binyan Projects finance process, updating training manuals, and liaising with Studio Management in relation to performance.
- Data & Contact Maintenance – Liaising with project managers, sales team members and clients to ensure we have accurate billing details on our database, to streamline the billing/payment process.
- Collections of Overdue Invoices – effectively liaise and establish good rapport with clients and internal stakeholders including the Project Management and Accounting teams.
- Annual Leave Cover – Flexibility will be needed to collaborate & cover annual leave or sickness for your counterpart in the US & UK, so from time to time, your hours may need to be adjusted.
- Other tasks & duties as needed.
QUALIFICATIONS
- Background in administration role for no less than 2 years.
- Knowledge & experience in at least one accounting software (preferably Xero & Workflowmax)
- Accounts Experience (Payable & Receivable) for no less than 2 years.
- English Fluency with excellent Written & Verbal Communication
- Ability to Work from home. Strong & dependable internet access, with ability to partake in daily video calls.
- Proficient in Google Suite (Drive, Docs, Sheets) & MS Office
- Experience in working in an integrated, remotely based team environment
- Proven ability to absorb new business terminology & processes
- Proven ability to work in a flexible, fast paced environment in a collaborative manner.
