Job title: Senior Finance Assistant
Reporting to: Financial Controller, UK
Based: London HQ
About TEAM LEWIS
We are a global marketing agency that has gone from start-up to multi-national in little over two decades. Our success is due to a combination of factors: talented people delivering award winning campaigns; expanding client relationships into new markets or services; making strategic acquisitions. The agency, its people and client campaigns have won many prestigious awards, including Cannes Lions, PRovoke Media, ICCO, European Excellence, PRCA Digital, Digital Impact, Global Digital Excellence.
At the heart of the business is TEAM LEWIS Foundation. In January 2021, there was a need to respond to the challenges the COVID pandemic brought to communities and charitable organisations. TEAM LEWIS saw that support was crucial and change was needed to make that happen. Our local causes scheme was launched. Every member of TEAM LEWIS can nominate a local cause close to their heart to receive a cash donation. In addition, nominated causes can also benefit from a donation in kind of expertise, time, and resources. In the past year TEAM LEWIS has donated almost $2million to 445 causes around the world. You can read more about TEAM LEWIS Foundation at https://www.teamlewis.com/impact2021/.
Purpose of the role
To be a key member of the team that provides finance support and financial control for the UK & Global divisions at LEWIS.
Responsibilities
Accounts Receivable
- Prepares, obtains sign off and sends all UK project and monthly retainer bills
- Ensures all retainers and projects are supported by appropriate contracts / SOWs / written client sign off and chases relevant non-finance colleagues if not
- Updates and maintains weekly Billing Schedule
- Runs a monthly project billing audit to ensure invoices are raised and sent to clients in good time
- Sets up LEWIS as a new vendor on online invoicing portals for the larger clients
- Follows up on missing project bills and anomalies with finance colleagues
- Responsible for UK Credit Control, chases customers and escalates problem debts to finance/business managers and compiling and circulating fortnightly UK Debt Report. Has an awareness of the size, jurisdiction and nature of all UK clients, uses credit checks as appropriate.
Treasury and Cash Management
- Setting up cash transfers and ensuring appropriate funds in the bank accounts
- Posting incoming and outgoing cash & bank reconciliations for the UK
- Prepares the Daily Cash Flow Forecast reports in the absence of other team members
- Updates and maintains weekly Billing Schedule
- Runs a monthly project billing audit to ensure invoices are raised and sent to clients in good time
- Sets up LEWIS as a new vendor on online invoicing portals for the larger clients
- Follows up on missing project bills and anomalies with finance colleagues
- Responsible for UK Credit Control, chases customers and escalates problem debts to finance/business managers and compiling and circulating fortnightly UK Debt Report. Has an awareness of the size, jurisdiction and nature of all UK clients, uses credit checks as appropriate.
Intercompany
- Reconciles global intercompany ledgers in Netsuite weekly
- Monitors the intercompany error log in Netsuite
- Corrects intercompany errors within Netsuite where possible
Month End
- Assists with the preparation of the UK rolling forecast
- Reconciles UK balance sheet accounts
Teamworking
- When relevant, line manages a finance intern
- Provides cover for team members during vacation/illness/vacancy periods
Other responsibilities
- Assists in the year-end audit process
- Updates and maintains global finance knowledge base
- Helps maintain contracts database by working with the legal team
- Trains and educates non-finance colleagues to ensure finance processes are correctly fulfilled
- Compiles ad-hoc reports and/or analysis as and when required
- Supports line manager on initiatives and projects e.g. Netsuite maintenance, Employee expenses, Billing controls
General
- Contributes and supports the continuous improvement of finance systems, practices and policies
- Ad hoc duties as required
About you
- Finance generalist skill set – ideal if gained within an international company and in the marketing sector
- You either be AAT part or fully qualified and/or qualified by experience
- Experience in Accounts Receivable and other core accounting processes
- Collaborative self-starter with initiative, who is goal driven
- Excellent presentation, written and verbal communication skills
- Strong attention to detail
- Knowledge of Netsuite would be beneficial
- IT literate with a good working knowledge of Microsoft Excel
- Well organised; ability to prioritise; attention to detail; a pragmatic approach
- Energetic, confident, charismatic - a credible team player
Key relationships
- Financial Controller UK & WE (line manager)
- Finance team members (based in London, Germany)
- Legal team (London and Singapore)
- Market Heads, Function Heads and Directors (region wide)
- Suppliers, clients, auditors and banks
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