Job Description

JOB DESCRIPTION

Role Summary:

 

This role entails taking ownership of the process and control procedures in place with the Outsource Partner to ensure that invoices to suppliers are processed efficiently, accurately and in time.

 

Key Role Responsibilities:

• You will lead the supervision of the AP Outsource Team. This involves ensuring that the agreed processes across the Accounts Payable Process are implemented and followed.
• Ensuring processes, policies and procedures are reviewed for consistency of implementation, risk is assessed and recommending improvements where necessary.
• Responsible for managing and assessing the risk with the Accounts Payable operation and communicating concerns to Quality Assurance Accountants and/or Finance Controller.
• Partnering with the Operation QA, Development Accountants and Corporate Accountants to ensure that Outsource Provider is processing invoices for timely and accurate payments
• Business partnering with Operations Team to create and maintain process and problem resolution
• Fostering and managing relationships with key suppliers and managing issue resolution.
• Ensuring payment instructions and approval limits are maintained and appropriately applied
• Maintaining accounts/mandates on UK bank accounts
• Weekly reporting of AP statistics and progress against agreed benchmarks to the QA Financial Controller.
• Maintain and co-ordinate controls relating to the purchase order process, ensuring all internal requests are actioned within agreed timeframes.
• Implement the process for Outsource Partner to set-up and maintain supplier accounts, reconcile accounts and resolve differences or any issues with the supplier via telephone, email and fax promptly and effectively
• Ensure a robust framework is in place and monitored for Outsource Partner to process supplier invoices and select the correct VAT code.
• Ensure Outsource Partner has a robust process for the review of PO reports at month end alongside on-site team to ensure all open PO’s are correctly reported on the system.
• First review of OPEX - bank reconciliations provided by Outsourced Partner
• Assists with the compilation of month end reporting packs
• Assists cash management

Organisational Responsibilities:

 

• Follows established policies and procedures by monitoring and ensuring compliance with regulatory requirements, organisational standards, and operational processes related to area(s) of responsibility and reporting violations or infractions to appropriate individual(s).

Demonstrates appropriate safe behaviours in accordance with Company, property, and departmental policies, procedures, and standards by immediately reporting any mechanical or

• electrical equipment malfunctions, employee/visitor/resident injuries or accidents, or other safety issues to appropriate individual(s).
• Keeps abreast of current changes in technology, processes, and standards within the industry and area(s) of responsibility by attending internal and external training classes.

 

Role Scope:

• This role will review, direct and guide the work of Accounts Payable Specialists employed by Greystar’s Outsource Partner across the Northern European Organisation

Key Relationships:

 

• Financial Controller – Operational Quality Assurance
• Property Accountants – Operational Quality Assurance
• Accounts Payable - Outsourced Partner
• Property Accountants - Outsource Partner
• Development & Investment Finance Managers & Accountants
• Operations Team

Knowledge & Qualifications:

 

• A good rounded education (GCSE/A Level) with strong written and numerical skills or equivalent experience in relevant administrative support
• IT literate and proficient with in PowerPoint, Word, Outlook and Excel (to at least Intermediate level)
• Understanding of general accounting procedures, double entry book-keeping, regulatory standards and compliance requirements
• Experience in using business systems and software (Yardi would be desirable)

 

Experience & Skills:

 

Essential:

• Previous experience of working in a similar role within a fast-paced multi-site business ideally within the Real Estate/ Student and Multifamily Accommodation sector would be advantageous
• Experience of drafting and enhancing procedures; to ensure consistent output for internal and external customers.
• Experience of successfully mentoring team members and supporting training and embedding of process.
• Good attention to detail with the ability to identify errors and anomalies
• Strong team working and interpersonal skills necessary to build stakeholder relationships with desire to learn, train and develop in the role
• A positive team player, with an adaptable and flexible approach along with ability to work collaboratively to drive results and support the wider team and business objectives.
• Demonstrated willingness to be flexible and adaptable to changing priorities
• Accurate, organised, methodical, deadline focused and committed
• Ability to meet multiple deadlines and multi-tasking are essential, using initiative to prioritise
• Strong written and verbal communication skills including the ability to prepare commercial standard business correspondence, reports and other documents

Required Knowledge, Skills, and Abilities

• Previous experience of working in a similar role within a fast-paced multi-site business ideally within the Real Estate/ Student and Multifamily Accommodation sector would be advantageous • Experience of drafting and enhancing procedures; to ensure consistent output for internal and external customers. • Experience of successfully mentoring team members and supporting training and embedding of process. • Good attention to detail with the ability to identify errors and anomalies • Strong team working and interpersonal skills necessary to build stakeholder relationships with desire to learn, train and develop in the role • A positive team player, with an adaptable and flexible approach along with ability to work collaboratively to drive results and support the wider team and business objectives. • Demonstrated willingness to be flexible and adaptable to changing priorities • Accurate, organised, methodical, deadline focused and committed • Ability to meet multiple deadlines and multi-tasking are essential, using initiative to prioritise • Strong written and verbal communication skills including the ability to prepare commercial standard business correspondence, reports and other documents