Financial Administrator

Duties & Responsibilities

Operational Delivery

Liaise with Site Managers to monitor and ensure costs are contained within budgets (OPEX and CAPEX)
Review and report on monthly variance reports as required by your Manager
Ensure compliance with TFS policies and procedures related to financial management, controls and expenditure authorisation levels
Monitor all orders on a daily basis
Ensure all requests to purchase are followed by a quotation
Match quotations, purchase orders and invoices on the Infor EAM system
Follow up to ensure all suppliers submit invoices timeously with service reports where necessary
Ensure satisfactory completion of jobs and the delivery of jobs by requesting an original invoice and ensure it logged on a spreadsheet
Ensure all purchase costs are properly allocated to the correct divisions/cost centres
Accurately complete the TFS invoicing template monthly
Adhere to cut off dates stipulated by TFS and the client. Liaise with client finance team on payments to suppliers
Provide Infor EAM reports monthly or as requested by the TFS team and client
Assist with the compilation, preparation and review of monthly variance reports
Liaise with the Workplace Coordinator on the compilation of the TFS operating budgets
Ensure all invoicing deadlines are met for both client and TFS
Ensure all sub-contractors adhere to the invoicing cut off dates
Ensure all invoicing is submitted to TFS head office finance team at the cut off periods
Ensure supplier payment reconciliations are up to date to avoid suspension of services
Communicate terms of trade to suppliers to ensure compliance when necessary
Obtain statements from suppliers, copy all invoices and statements, and forward originals to TFS finance

Overarching Contractual Delivery

Customer Focus

Ensure all client financial policies and procedures are complied with and:

where required provide data to support client reporting requirements;
at all times during this Agreement act in clients best financial interest;
operate a transparent open book approach to the financial management of the services;
expenditure management and approvals; and
financial audit and controls.
Assist to record and monitor actual spend against budget expenditure throughout the financial year
Assist with all required financial reporting when required.

Work with teams to develop and maintain a customer-focused attitude toward activities, concentrating on those that most strongly contribute toward improving customer lifetime value.
Interact with client to provide and process information in response to inquiries, concerns and requests about products and services.
Conduct client satisfaction survs to ensure clients are satisfied with the products and services.
Keep up to date with business developments and strategic objectives within the environment.
Provide advice on general changes and compliance within the workplace management framework when required.
Work with processes and procedures in such a way that operational efficiencies and performance are enhanced.
Attend to and resolve all customer queries timeously or escalate when necessary.
Follow up and follow through on all escalated queries timeously.
Manage conflict.

Skills and Competencies