Invoicing Administrator

Requirements

• Experience in an Accounts Payable or similar role, where key duties included invoice processing, cost allocation and rebilling.
• Experience of using data to tell a story and provide insights.
• Experience in a multinational, matrixed organisation.
• Awareness of GDPR and requirements to protect personal data.
• Experience reviewing processes and recommending improvements to improve efficiency.
• Experience working within a function other than Finance, such as HR or Supply Chain.
• Intermediate Excel - proficient with data entry and presentation, filtering and sorting, pivot tables, charts, VLOOKUP, data tools, formatting.
• Experience of working with vendor management systems would be prefe

Benefits

Additional Information

To ensure prompt processing of Group HR invoices, in conjunction with accurate timely rebilling to service users KEY TASKS Performance and Delivery Responsible for the full purchasing process Responsible for processing and tracking all invoices received within Group HR Raise all bulk and individual purchase requisition requests Responsible for processing the following invoices: Global RPO - management fee (monthly), transactional invoices (monthly), other ad hoc invoices (e.g. ad writing). UK MSP - contractor hours and expenses (weekly); background checking (monthly), management fee (monthly). Checks all invoices received for accuracy, including correct entity, cost centres / project codes, amounts are in line with agreed commercials, all required fields are completed. Once satisfied that the invoice is accurate, forwards to Procurement for formal approval and payment. Work with HR contacts and Supply Chain to ensure signed contract with vendors are in place. Ensures that invoices are processed in compliance with agreed terms and conditions. Arranging with Finance on a monthly basis, all invoices/costs that need to be recharged to the Business Units Raises any queries with the appropriate supplier in a timely manner and monitors through to resolution. Acts as the point of contact for supplier invoice payment queries and follows up with Finance and Procurement to ensure prompt payment. Monitors unpaid invoices and promptly escalates any overdue payments to ensure Anglo American remains within contractually agreed payment terms. Request and track credit notes and invoice amendments. Inputs RPO invoice line items into the RPO Master Tracker (Excel). Align any closed fees charged against respective open fees, identify and add correct rebill amount, then send to Finance Business Partner for rebilling. Follows up with Finance Business Partner, monitors and provides support to rebilling process to ensure all rebilling happens in a timely manner. Reconciles RPO Master Tracker to close out all filled and cancelled requisitions. Provides Finance Business Partner with expected RPO accruals at year end. Provides MSP rebill information to GSS on a monthly basis, ensures costs are allocated correctly from Talent Acquisition to Cost Centre owners. Supports Cost Centre owners with any disputed invoice amounts. Monitors PO burn on a quarterly basis, initiates requests to increase value of PO to ensure there is sufficient value left to cover invoices received until year end. Drives bulk PO creation process in Q4, provides input into PO amounts and allocations in readiness for the next calendar year. Process any vendors outside of 'How to Buy process' manually via GSS Oversee payment schedules Ensure invoices are met with correct Q forecast Procurement of Capital equipment and services in line with costs, delivery and Supply Chain requirements PO, budget & reconciliation management Accountable for supplying monthly reports Forecasts to finance team on, projects & budgets Year-end accruals and communication to various cost centre owners Onboarding of new vendors Identify when PO's are coming to an end People & Teams Monitors inbox (including separate MSP inbox), ensures emails are acknowledged and actioned as appropriate. Acts as the first point of contact for any invoice-related queries from suppliers, hiring managers, HR and Finance. Escalates any issues or payment delays to the appropriate person. Facilitates provision of approval information. Supports Global Head of Talent Acquisition and RPO Manager with invoicing and rebilling data for ad hoc reporting requests. Support the identification & implementation of improvements to make the process more efficient Compliance Maintains a spreadsheet of all cost centres, project codes and approvers for the UK MSP. Liaises with HR and Finance Business Partners to identify any updates needed, ensures changes are communicated to the MSP promptly to support invoice accuracy. Undertakes spot check audits on Talentsource VMS and SmartRecruiters ATS to ensure that invoiced amounts correlate with information in the ATS/VMS. Contracts / SOW management / NDA management Assists with internal/external audits as required 3-year tertiary qualification in Finance

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