Finance Administrator / Accounts Assistant
Finance Administration Officer responsible for the administration management of our supply contracts to our client and end users. The Administrator Officer is expected to manage, negotiate, support, and execute the administration of the contract/supply process.
Administration Officer a strong knowledge of the business process, its financial best practices, it's products and processes.
Administration Officer you will be expected to lead a team and to balance competing demands across many departments, Estimating, Procurement's, Sales, Marketing, Finance, and supply chains, including customers, vendors, distributors, and sub-contractors.
For this reason, you need to have the ability to think quickly, problem solve, and make decisions that are well-informed and follow a logical trajectory. Your decisions will be paramount to the success of your role.
You will need to have a full understanding of each contract and any procedures or compliance's that are required. You should possess a strong attention to detail.
Administration Officer will report directly to the General Manager.
Administration of the scope of supply/services, contract conditions and deliverable's.
Liaison with production, procurement and estimating of contracts/supply packages.
Assign and monitor sub-contract services on contracts packages and distribution procurement.
Ensure Contract Documents are fully executed, returned to correct parties and copies retained for reference. Liaison with external auditors/consultants.
Ensure that all contracts are in place prior to commencement of supply.
In collaboration with the contract's manager ensure contracts are managed and administered in accordance with project procedures, schedule, and budgets.
Ensure that the contracts management team and specifically the various sub-contractors/Installers understand the obligations & provisions of the respective contracts.
Ensure that the contractor meets its contractual obligations, in particular the financial obligations.
Ensure that proper records and documentation is maintained.
Retain and maintain register of contractor insurance certificates (Debtors) and keep up to date.
Ensure implementation of the Site Work Instructions and Site Variation Orders Procedures.
Generate Payment Certificate procedure in line with clients and contract requirements and review payment certificates/Invoices prior to issue for payment.
Attend Weekly/monthly dispatch meetings and ensure that obligations to clients and Budgets are maintained.
Assist and oversee the Final Accounts and ensure final payments are received on time including retention's and hand over packages/certificates issued.
Complete the monthly Invoicing and statements and issue to customers. Manage overdue accounts and negotiate to obtain payment within the agreed terms
Ensure safe storage of records to archives following completion of the project.
Other duties that may be assigned to you from time to time.
Credit Control and credit Insurance control and ensuring customers pay on time.
Monitor and ensure KPI's including monthly cash & debtor targets are met.
Processing Payments to Third party Labour providers/external transport.
Processing Tax and revenues related documentation for sub-contractors.
Managing Insurance documentation and liaison with Insurance brokers.
Provide accurate advice on billing queries. Respond promptly and completely to both client and internal enquiries
Ensure monthly processing deadlines are met.
Managing the preparing pre-qualification submissions.
Weekly reporting and sales monitoring.
Invoicing/Statements/Delivery advice .
Processing credit card transactions.
Liaise with different departments.
Work closely with other staff, to implement production plan, company policy and achieve set goals and targets.
Build strong relationships with customers.
Document Control all ISO/QC documentation and Liaison with external auditors/consultants.
Other duties as assigned by the General manager.
If you have the relevant skills and experience for this role please contact Amy Cronin, by application with CV for immediate consideration.