ADAM Architecture
Billing Specialist & Project Accountant
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Billing Specialist & Project Accountant
Department: Finance, HR & Legal
Employment Type: Permanent - Full Time
Location: London
Description
This role will be based within the Finance Team. At ADAM Architecture, our Finance Team are critical to the continuing success of our business. This specialist team handles all functions related to our company’s financial resilience and responsible for a variety of tasks, including billing, accounting, recordkeeping, administrative work, and cash flow. The team has the knowledge and capability to support business operations and growth and works in support of the Executive Board with staff at all levels of the organisation, as well as external stakeholders.
Based in our central London office, with an expectation of spending one day per week at our office in Winchester, this position works closely with project teams whilst being fully integrated into the Finance Team. The role combines responsibility for billing, project financial administration and project accounting, ensuring the accurate and timely production of invoices, maintenance of project financial data and delivery of financial information to support business decision-making. As the business continues to develop its project management and financial systems, the role will have opportunities to become increasingly involved in project financial management, reporting and analysis.
The successful candidate will play a key role in supporting project performance monitoring, financial reporting and the ongoing development of project financial management across the business.
Key Competencies
- Proven experience of billing, preferably in the professional services sector.
- Experience of project financial databases, maintaining data and supporting the monitoring of financial performance.
- High level of numeracy and an ability to problem solve.
- Ability to identify issues and areas for improvement in financial processes.
- Ability to work independently and to use own initiative.
- Team orientated, with adeptness to form good business relationships with all colleagues.
- Acting as a point of contact when other team members are unavailable.
- Excellent written and verbal communication skills.
- Organisational and time-management skills for meeting deadlines in a fast-paced environment.
- Management of a portfolio of projects from a financial perspective.
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Key Responsibilities
MONTHLY BILLING
- Initiating and assisting with the monthly billing process, including providing quality assurance and control.
- Generating and issuing fee forecasts to all job runners prior to billing, to check for any updates/changes, and identify priority accounts.
- Raising, reviewing, and analysing all fee accounts for chargeable time.
- Resolving any errors identified in invoices (charges, expenses, etc.) to ensure compliance with all necessary regulations and project requirements and issuing credit notes where required.
- Monitoring timesheet completion and compliance to support accurate billing and project reporting.
- Chasing PAs for any outstanding chargeable project-related expenses for the directors.
- Monitoring return of invoices - chasing job runners to ensure accounts are issued and deadlines are met.
- Reviewing and drafting final invoices before director sign-off.
FEE & BILLING MANAGEMENT
- Producing fee projections for review and discussion at fee meetings and daily management of the Fees Billable control spreadsheet.
- Obtaining relevant information for fees/billing/contractual documents, capturing, and forecasting new fees.
- Chasing fee agreements from job runners and ensuring all contracts are in place for new instructions.
- Notifying new projects to all staff and maintaining all fee related filing.
- Verifying documents for completeness and compliance with the project contracts, e.g. special hourly rates, commission agreements, outsourcing stages, split billing arrangements/consortiums, etc.
- Notifying the Financial Controller of overseas projects to ensure compliance with tax regulations.
- Updating Timemaster with relevant changes from fee meetings, setting up new projects and closing out completed ones.
PROJECT ACCOUNTING & FINANCIAL DATA MANAGEMENT
- Support the drawing office teams in monitoring project performance and financial information.
- Preparation of project financial analysis & monthly commentaries to senior leadership.
- Monthly WIP reporting for the management accounts, and participation in the annual audit.
- Assisting with project financial reviews, monitoring and reporting write offs, and escalating WIP at risk to the Finance Controller.
- Assisting job runners in monitoring project budgets, fee arrangements and project profitability.
- Liaising with Project Managers on aged WIP and ensure billing when appropriate.
- Resolving time entry and project financial discrepancies to reduce corrections at the billing stage.
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FINANCIAL SKILLS
- Sound understanding of billing, WIP accounting and project financial controls.
- Experience using project management, resource planning or project accounting systems.
- Working knowledge of VAT and billing compliance requirements.
- Strong Excel skills, with the ability to analyse and reconcile financial data.
- Ability to identify, investigate and resolve financial discrepancies.
- Understanding of management reporting and financial performance monitoring.
GENERAL
- Ability to manage own time, work under pressure, and meet all deadlines.
- Good communication skills, both written and oral, with an ability to deal with staff at all levels.
- Motivated to work to a high standard to help maintain the success of the company.
- Proven integrity, discretion, and the ability to maintain confidentiality in relation to work.
- Excellent attention to detail and highly accurate.
- Willingness to expand knowledge and experience.
- Willingness to learn and adopt new skills, sharing in general office duties and administration.
- Ability to work flexibly in both our London & Winchester offices.
DESIRABLE
- Experience of CMap.
- Experience within a professional services environment.
- Experience of project financial reporting, fee forecasting and WIP management.
- An interest in developing project accounting and financial analysis skills.
QUALIFICATIONS
- Minimum of two years' experience in a similar billing, project finance or project accounting role.
- Relevant financial, accounting or project accounting qualification desirable.
- Study support for a relevant qualification may be available following successful completion of probation.
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