Administration and Finance Coordinator - London, United Kingdom - FIRST Global Brand Experience Agency

FIRST Global Brand Experience Agency
FIRST Global Brand Experience Agency
Verified Company
London, United Kingdom

3 weeks ago

Tom O´Connor

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Tom O´Connor

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Description

ABOUT OUR COMPANY
FIRST is a leading global brand experience agency with offices in New York, London, Los Angeles and Singapore.

Some of the world's most recognized companies trust us to develop their event strategies, design and produce engaging live experiences.

FIRST clients span many industries including financial services, aerospace, technology, consumer electronics, healthcare, automotive, media and non-profit. We are 'Gold' _Investors in People_ and ranked 14th Place at the _UK's Best Workplaces_ Awards.


JOB DESCRIPTION

JOB CATEGORY:
Administration


JOB LOCATION:
London


KEY RESPONSIBILITIES

  • Manage Events invoicing process. Submitting and Coding invoices, closing monthly financial cycles with Amex CAR Tool.
  • Follow up with the client's accounts department to ensure vendors are paid in a timely manner and event planners kept updated with progress.
  • Process, reactivate and amend vendor onboarding through the Vendor Management portal (Ariba and KYP3).
  • Support project managers with ad hoc tasks including but not limited to invoice processing, budget building/reconciliations etc.
  • Support the team manager with KPI reporting, providing the weekly variance and nonreconciled reports.
  • Provide conference and event support for the Project Managers (PM) including creating conference badges, permits to work, preparation of materials, shipping.
  • Provide support to the management team with complex calendar management/ travel booking.
  • Review and support team expenses prior to sending to management for approval.
  • Support with completion of expenses for both Team Leaders and Managers.
  • Provide admin support to the client team including Head of Events and Business Coverage Managers (complex calendar management, travel bookings etc.)
  • Work closely with internal teams including accounts and travel on monthly reporting for client.
  • As part of your role, you may also be asked to support any further adhoc related event management tasks.

ADMINISTRATION & GENERAL

  • Assume responsibility for own environment, ensuring adherence to health and safety policies.
  • Work intelligently and ensure that the management team is aware of problems or issues which negatively affect productivity
  • Build excellent relations with team through positive communications
  • Ensure knowledge is shared within the team

SKILLS AND EXPERIENCE

  • Secretarial/PA/administrator experience within a fastpaced corporate organisation.
  • Exceptionally strong organizational skills with proven ability to manage multiple responsibilities while maintaining high quality standards.
  • Good/advanced working knowledge of the MS Office Suite
  • Excellent communication and interpersonal skills
  • Creative problem solver, resourceful, team player
  • Highly organised, adaptable and proactive

CORE COMPETENCIES

  • Numerical good Mathematics grounding, enjoys working with numbers.
  • Exposure or experience in Financial Services desired.
  • Attention to detail/accuracy.
  • Enjoys working as part of a team and works collaboratively.
  • Competent with Microsoft office, particularly Excel.
  • Good communication skills including written and telephone.
  • Driven and motivated to succeed.
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