Business Support, Facilities Support

3 months ago

Pune Maharashtra, India JLL Full time

JLL supports the Whole You, personally and professionally.

Finance Executive
Account Management - Work Dynamics (region/country)

Title Finance Executive
Business unit - Integrated Facilities Management
Reporting to - Nil
Direct reports - Nil

Nil

Duties & responsibilities
Monitor & ensure on all vendor invoice processed by Executives & for vendors as per SLA timelines
- Monitor & track Facility wise budget, check on variation, communicate to respective facility lead & provide necessary approvals on need basis
- Ensuring that all monthly bills are submitted/processed & reimbursed to the sub contactors within agreed timelines based on agreement after receiving the facility charges from the client.
- Ensure all consolidated Blanket Purchase orders raised & required approvals are obtained on quarterly basis
- Monitor on all purchases against blanket PO & ensure all purchase covered under Purchase order
- Ensure timely submission of Capex requests facility wise along with detailed Business cases. Follow-up on approvals, track on PO & related invoice payments
- Provide timely and accurate management reports location wise to the client

Provide timely and accurate monthly FM meeting reports with analysis to monthly JLLM meeting
- Ensure that all Legal & statutory compliances are met for the client
- Track vendor contracts & renewals
- Quarterly & Yearly budget forecasting in coordination with client finance team for all Facilities
- Monitor & control Head count deployment on all Sub contractors for Pan India facilities & ensure facilities run with in the approved HC

Coordinate with the Facility Managers on a regular basis to ensure that the objectives of the client are met.
- Work with the team to ensure tenancy expectations are met.
- Manage billing and recovery of costs from appropriate cost centres, and all Budget creation/ tracking.
- Answer management enquiries Service Expectations:

- All bill payments are done on time.
- No pending bills without any valid reason.
- Monthly Accrual compilation.
- Monthly Compliance on Budgets.
- Preparation of Budget forecasting on Qtly / Yearly basis

**Reporting**:

- Ensure and complete periodic reporting to meet client expectations and internal requirements as per regional standard.

Ensure that the team delivers meaningful inputs across the region in the development of monthly management reports.

**Leadership / Staff Management**:
Actively encourage an environment that supports teamwork, co-operation & performance excellence across the site within the account team
Act as manager and a coach for the team ensuring high staff morale, trust and work ethics.
As part of the senior management team, ensure there is total teamwork across the across various functions.
- Implementation of EHS/HSSE initiatives in the site.
- Drive the EHS/HSSE compliance programme in the managed facility.
- Ensure Client and JLL EHS/HSSE requirements are full implemented and complied with.
- Identify Risk assessment and put controls and inform the line manager
- Incident management reporting to be done

Performance objectives
Provide Superior Client Service (weighting 50%)
Initiative or Process Improvement in Functional Area (weighting 40%)
Personal and Professional Development (weighting 10%)
Key skills
Team handling experience
Should have good working knowledge on Transport operations
Should have good communication skills
Provide invoice processing service in accordance with the requirements of Finance Department.
Invoice monthly for reimbursement of Service providers Pan India bill payments along with Management fee invoices based on approved SLA’s
Establish procedures to ensure only correct amounts are paid. - Establish Monthly reports on costs and Budgets and their trends.
Ensure monthly accrual reports submitted on a Pan India Basis.
A proper monthly cycle should be made in conjunction with accounting process & implement the same
Provide free and open access to its premises and all books, records and systems necessary to complete internal audits of Service provider’s records and systems
Employee specification
2-3 years’ experience in Billing, finance executive into IT / Banking / Corporate set up.

**What this job involves**:
This role will be part of the Regional Finance team in (region/country) and will assist with client invoicing, vendor payments and accruals for the region. You will also partake in process improvement reviews and any ad hoc projects as assigned.

Effective Communicator
You will assist in communicating clear timelines, ownership, objectives & guidelines. You will guide local finance teams towards completing budget, operating reviews and forecast activities in an accurate, consistent and timely fashion.

Meticulous
You will assist in organizing reviews between regional management and country management & finance teams and consolidate, review and analyse submitted financials for APAC. You will also support quarterly reviews and annual budget review with global ma

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