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Executive Officer - Invoicing Officer

Job Description

Invoicing Officer -

Working directly to the HEO of the People team, the main purpose of the role is to provide effective and efficient support in the delivery of its core objectives. You will need to be well organised, be able to take the initiative, work closely with others and have good verbal and written communication skills as well as intermediate level Excel. You will also be required to have attention detail as well as an understanding of the Invoicing process for temp recruitment.


The work includes but is not limited to:

" Ensure all invoices received on a weekly basis (for approximately 170 temporary staff, both admin and legal) from Recruitment Agency are authorised for the Employment Group accurately and in a timely manner;

" Upon receipt of the invoicing backing data ensure a 5% check is completed by colleagues and the data consolidated into the rate sheet. The data must be thoroughly checked as per the process, highlighting any discrepancies and raising them in the weekly log call.

" Responsible for uploading and certifying the invoices on to Omnidox (average of £200K per week) once received from Recruitment Agency, checking them carefully against the backing data and coding them to the correct cost centre and account code.

" Work with colleagues in Finance and HR to ensure you have all the relevant backing data once pay awards and bonus payments are agreed and implemented to ensure the new rates are reflected on your sheets and invoices are cross checked and paid as per the backing data, raising any discrepancies

" Where discrepancies are identified and logged on the invoicing sheet, ensure all credit notes are received as agreed.

" On a monthly basis, accrue for all outstanding invoices from Recruitment Agency, sending to finance by no later than midday, 3rd working day of the month;

" Escalate unresolved issues in a timely manner

" Ensure adequate internal control on invoicing

" As needed, review the process and suggest improvements

" Accrue for non-PSR temps on a monthly basis

" GPC card holder for the team, following agreed policies and procedures in the use of the card

" Run weekly Timesheet reports, ensuring any timesheets outstanding are approved or where necessary work with the timesheet approver to resolve

" Produce and update guidance notes on your area of work

" Line management and leadership responsibilities

if you are interested, please do apply!

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