• Reconciling the firm's office bank account on a daily basis, ensuring that all entries are posted to the ledgers. This will include posting all standing orders and direct debits (search fees and land registry payments) as well as liaising closely with the Revenue team regarding any receipts credited to the account.
• Maintaining supplier ledgers, with responsibility for the smooth running of the entire process. Ensuring that all invoices received are dispatched to budget holders for authorisation and that once approval is received the invoices are checked for correct budget codes, signatures and VAT and added to the ledger promptly.
• Arranging payment of supplier invoices on a weekly basis, raising cheques and electronic payment schedules for Finance Operations Manager and CFO review and authorisation. Send remittance advices to suppliers to notify them of payments.
• Keeping a highly organised diary in relation to suppliers that must be paid on strict payment dates/terms and therefore outside of the weekly payment run, for example rent quarters, utility bills. Following up internally for these invoices as required and taking responsibility for ensuring the payment deadlines are met.
• Maintaining counsel and GBP/foreign currency expert supplier ledgers, checking and adding invoices and fee notes to the client/matter ledgers as required and in a timely manner to ensure the clients disbursement ledgers are correct. A high level of accuracy is required when dealing with counsel fee notes and any currency conversions.
• Reviewing a daily counsel and expert fee report and preparing the payment schedule, ensuring compliance with SRA rules.
• Chrome River Expenses System – Checking and approving expense claims submitted on a daily basis, to ensure that they comply with firm policies, that receipts are in order and correct coding is used. Review and posting of daily expense imports to Aderant, reclaiming VAT in accordance HMRC guidelines. Preparing twice weekly expenses payment runs for review and authorisation by the Finance Operations Manager. Supporting firm wide users of this system as required.
• Building and maintaining an excellent knowledge of the firm's internal approval limits and procedures in relation to controls and security. Paying particular attention to detail in relation to supplier and staff bank details when setting up new suppliers on the system, amending details and making payments.
• Maintaining an organised electronic filing system for all supplier invoices and counsel and expert fee notes to ensure available for quick reference as required. Providing assistance to the Finance Operations Manager and the Financial Accountant during the annual audit in relation to copies of paid invoices.
• Working closely with your Supervisors to ensure that all work is completed in line with deadlines and regularly managing upwards and reporting any concerns.
• Contributing to team specific projects, steering groups or committees and maintaining an awareness of any other Business Services area initiative or system implementation.
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