Expense & Travel (Senior) Administrator recruitment
Position Description:
This role is a unique opportunity for a senior administrator with supervisory experience who is looking for a varied role in a busy and demanding process driven environment. Reporting to the EMEA Expense Team Manager this role has responsibility for supervising productivity and the day to day operations of the team.
The IBD and GCM Expense Team operate within the Investment Banking Business Unit. Based at 20 Bank Street in Canary Wharf, the team is responsible for Expense Management across fourteen countries within the EMEA region 7 days per week.
Core functions of the role:
• Supervision of team productivity and day to day operations.
• Escalation point for team queries
• Step up to cover Manager’s responsibilities as required
• Understanding and application of Firmwide Policies uniformly across IBD and GCM.
• Review and approval of expenses, invoices and travel requisitions
• Respond to policy and procedure questions, demonstrating good judgment and consideration of the broad context
• Approval of tombstone/lucite requests
• Approval of Ariba Requests for Stationery and Mobile Phones
• Work with Manager to coordinate communication and training to the assistants and bankers
• Support Manager with MSMER and ENC system
• Build and manage relationship with assistants and bankers within the Business Units and our partners in Accounts Payable, Corporate Services Travel, Information Technology and Human Resources across EMEA.
• Ensure expenses are booked to the correct GL code providing accurate accounting, tracking, reporting and audit trails
• Ensure expenses are accurately booked to correct job numbers as expenses are entered, reducing the need to reclassify and improving quality of client’s final invoice
• Promote the pre-approval process for client entertainment, group planning sessions, teambuilding/internal events and outings.
• Support Manager to provide Group Heads and Operations Officers with customized reporting on a weekly/monthly/quarterly basis addressing the exceptions and expenditure
• Present expense policy and procedures to new starters at analyst/associate induction
• Print, save and distribute reports and documents as required
• Update and monitor department spreadsheets tracking exceptions, manual expenses, invoices with a view to pulling ad hoc reports as required by Manager
• Proactively work with team to continually review procedures to ensure efficiency/accuracy with responsibility for updating team documentation
• Notification of problems to Manager to ensure management are aware of issues
• Participation in testing software updates to ensure system compliance
• Assistance and leadership of projects, for example the implementation and piloting of new expense and invoice processing or travel booking/approval systems
Skills Required:
• The role requires a self-motivated, positive and pro-active individual who can adapt in an ever-changing environment and who will constantly seek to adopt best practices and efficiencies, improve processes and introduce new ideas.
• We are looking for a professional highly organized candidate with the ability to multi-task, prioritize and work well under pressure demonstrating efficiency and the ability to work to a consistently high standard.
• Proven ability to work on own initiative and take ownership and responsibility whilst keeping stakeholders and manager appraised of progress and status escalating as necessary.
• Good telephone manner is essential displaying confidence, the ability to listen and respect for others views and opinions
• An excellent team player, able to work on their own, but also complement the team dynamic with a flexible approach as this role will involve collaboration to ensure consistent coverage of the team’s office hours of 8.00 - 19.00 plus lunch breaks, holiday and sickness.
• Commercial understanding of investment banking, merchant banking and capital markets to be able to interpret and apply the Firm’s Policies in a context and exercise judgment.
• The candidate should be able to communicate clearly and concisely in both written and spoken communication and present effectively in meetings and to groups, checking understanding and seeking feedback.
• The individual must display discretion at all times, ensuring all sensitive data is kept completely confidential.
• Experience of working in a global organisation and multi time zones would be of benefit in this role.
• An experienced, confident, friendly, outgoing "people orientated" personality required, who is able to liaise with people on all levels to achieve work goals
• Ability to be able to remain calm under pressure
• Excellent IT skills: To be of intermediate to advanced level in all core applications: Powerpoint, Excel, Word, Outlook. Excellent database skills are required including accurate data entry, building queries and producing reports.