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.