Gemma Nixon

Job Title: Accounts Payable Administrator Reports to: Senior Finance Officer Job Family: Finance Direct Reports:   None Collaborates with: HOCHTIEF Employees Project subcontractors Project suppliers Stakeholders    

1. Purpose of the Role

1.1       To provide clerical support to the Finance function, input and verification of source documents onto the ledgers in line with company procedures and UK Generally Accepted Accounting Practise.  

1. Guiding Principles

INTEGRITY

• Take pride in your work and that of your team members
• Understand and support others in the achievement of their own goals.
• Encourage a fair culture; empowering and supporting your team or team members to initiate improvements to services by sharing information, questioning constructively, providing honest and open feedback.
• Listen carefully to others – showing that you respect and value their input.

ACCOUNTABILITY

• Look for ways to maximise the value of working together by building support, providing focus and given direction to deliver joint outcomes.
• Take accountability for your work and own development needs.
• Challenge and confront sub-standard performance and recognise good performance.

INNOVATION

• Design, innovate and influence solutions to best address inefficiencies.
• Promote and drive continuous improvement
• Balance risk when considering innovative thinking and future possibilities.
• Seek to learn from team members for the benefit of your own self-development.

DELIVER

• Take personal responsibility for delivering services.
• Be willing to go the extra mile for your customers.
• Pursue a “can-do” attitude in all the work you can deliver.
• Learn from and share experiences to ensure improved delivery.
• Be visible and accessible to all your team/service members.
• Work together with colleagues and customers and take the time to build effective and rational working relationships.
• Support others in working together; help each other to develop common focus.
• Work well and appreciate people who have different ideas, perspectives and backgrounds.
• Customers are both our clients and team members – recognise different perspectives and goals in order to maximise achievement for all parties.

SUSTAINABILITY

• Work safely to maintain the health of both yourself and others.
• Communicate relevant information regularly and effectively.
• Take the time to build effective relationships with customers, stakeholders, colleagues and partners.
• Embrace change to ensure our business is sustainable

 

1. Role Accountabilities
   1. Receive invoices into email, capture on invoice register and distribute to persons to action.
   2. Input supplier invoices onto SAP system.
   3. Monitor integrity of Office Managers GRN inputs, raise and address queries as appropriate.
   4. Pro-actively assist site personnel with SAP input queries.
   5. Input non purchase order nominal invoices ensuring accurate coding.
   6. Deal with first line supplier queries and resolve or escalate as appropriate.
   7. Scan invoices onto SAP system and ensure they are correctly matched to the posting entry.
   8. Perform statement reconciliations to verify supplier balances.
   9. Accurately code and input the Barclaycard Statement.
   10. Input expense claim forms to SAP system ensuring accuracy and coding.
   11. Process SAP payment runs as requested.
   12. Ability to provide cover for colleagues with duties including but not limited to:

3.12.1   Subcontract payments.

1. Additional Duties
   1. Any other duties consistent with your status and seniority, as necessary to meet the needs of the Business of the Company.
2. Key Safety Responsibilities
   1. Please see separate individual responsibilities for Health, Safety, Quality and Environmental (HSQE) matters attached.
3. Required Project knowledge
   1. None  
4. Authority Limits
   1. As per HOCHTIEF company policy

 

1. Signatures

Finance Manager   Signature:   Date Signed:   Finance Clerk   Signature:   Date Signed:   Date of Next review: 1 year PERSON SPECIFICATION To be used for recruitment purposes and to analyse training for existing employees     Essential Desirable Relevant Experience     Education and Training     Knowledge     Skills and Abilities     Appearance       Personal Circumstances         Training Required from IMS     Essential Desirable Project IMS     Safety     Environment     Quality     Commercial     Finance and Accounting     HR     IT