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Executive Officer (Junior Officer)

Job Description

Executive Officer - Commercial Administrator (Invoicing & Reporting) -
The Commercial Team is responsible for the delivery of commercial services. This generally includes procurement, contract management, stakeholder engagement and supplier management. As well as these core responsibilities, the Commercial Team is also responsible for the raising and issuing of Purchase Orders (POs), receipt and management of invoices and invoice approvals, and handing them over to the Finance Team so they can be paid.

Job Description
1. the Commercial Administrator`s role will be to assist the other Commercial Administrator (Invoicing) in the upload and approval of invoices that are received the Procurement Mailbox.
2. the Commercial Administrator will also have reporting responsibilities. Reporting on invoice processing times is imperative to ensure the team has the correct resource coverage and can identify areas for improvement.

The Commercial Administrator`s key tasks include:

* Check invoices received in the Procurement Mailbox:
   o Are valid (billing address, date and VAT breakdown);
   o Quote a valid PO number and match the PO; and
   o Liaise with the Supplier if invoices are not correct.

* Upload valid invoices to the SharePoint Invoice System;

* Initiate invoice approval workflows, ensuring they are sent to the relevant Delegated Authorities to approve;

* Once the invoices are approved, ensure the approval, along with the invoice are sent to the Finance Team and signed off as received; and

* The Commercial Administrator will liaise with the Commercial Administrator (Invoicing) to ensure documents are filed in the correct place on the Department`s Shared Drive for access by the wider team and for an audit trail.

As mentioned above, additional duties will include reporting, which entails:
* Export and download information on processed invoices for each calendar month;

* Assess the download to produce a report that indicates:
   o The number of invoices received (total);
   o The number of invoices received by Supplier;
   o By looking at the date the invoice was received, and the date is was uploaded to the SharePoint system, assess what proportion of invoices were uploaded in:
      * 0-5 days;
      * 6-10 days;
      * 11-20 days;
      * 21-30 days; and
      * 30+ days
   o By looking at the date the invoice was received, and the date is was fully approved and passed to Finance, assess what proportion of invoices were approved and fully processed in:
      * 0-5 days;
      * 6-10 days;
      * 11-20 days;
      * 21-30 days; and
      * 30+ days
   o Combine all elements of the report into a monthly Invoicing Dashboard and submit to the Commercial Manager by the 10th working day of each month.

This Job Description is not exhaustive, and the Commercial Administrator (Invoicing and Reporting) may be required to undertake additional duties as an when required by the Commercial Team or the wider Department, an example of which is the raising and issuing of Purchase Orders following receipt of requisitions.
The Commercial Administrator will be under the management of the Commercial Manager. It is expected that the Commercial Administrator will maintain an accurate record of their workload and will provide the Commercial Manager with weekly updates and reports on the work they have undertaken.
 

 

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