Role purpose

Reporting into the Financial Planning and Analysis (FP&A) Manager, the purpose of this role is to provide project management support and guidance to the wider team. This is a varied analytical role which will require an inquisitive mindset and outstanding attention to detail coupled with strong communication skills. 

Key responsibilities and deliverables

Employee Timesheets

• Responsible for the administration and management the timesheet application.
• Review staff timesheet postings on a weekly basis and amend if required.
• Follow up incomplete timesheets with staff on a weekly basis.
• Hold timesheet training sessions and provide support for any user issues
• Hold timesheet induction training within the first two days of a new joiner starting.
• Understand how to identify whether staff timesheet postings are correct in accordance with the Contract and raise concerns with FP&A Manager and project managers.
• Prepare and update timesheet posting guides/summaries for each project.
• Liaise with project managers to ensure that the correct stages and tasks are open and closed for timesheet posting on a regular basis.
• Hold timesheet training sessions and provide support for any user issues
• Prepare staff utilisation reports for each department on a monthly basis.
• Prepare project related time reports on a monthly basis.

Contractors

• Process contractor timesheets and invoices on a weekly basis following approval by project managers.
• Ensure that contractors have billed in accordance with the rates or scope agreed and are paid in a timely manner.
• Ensure that all contractor timesheets and invoices are received in a timely manner and followed up, if need be, in order to meet monthly deadlines.
• Prepare monthly contractor cost and revenue reports and compare against budget and re-forecast.

Project resourcing and staff capacity planning

Project sales ledger and credit control

• Raise and process sales invoices and credit notes for contractual design instalments in a timely manner or within specific deadlines set for issue by Senior Partner, Finance.
• Responsible for project credit control and drafting emails to chase payment of outstanding invoices.
• Manage and maintain Invoicing Schedule on a daily basis and hold weekly meetings with the wider Team to confirm which invoices should be issued and which debts should be followed up in the week ahead.
• Prepare and update Client Statements of Account on a weekly basis.
• Prepare payment confirmation emails for Senior Partner, Finance to issue.
• Update project cash flow section in each project plan when Fees are received or need to be pushed back or amended.
• Prepare and update contractual payment schedules, project plans and summary of works completed on a regular basis.

Monthly project analysis reports

• Update project revenue recognition document each month
• Prepare analysis of the days worked to date versus budgeted on a monthly basis for each project and ascertain reasoning for variances.
• Prepare analysis of days worked in the month versus budgeted and reforecast for each project.
• Prepare analysis of the estimated days to be worked on completion versus budgeted for each project.
• Refresh project plans on a monthly basis or when timesheet amendments have been processed.

New projects

• Create new projects and customers in Deltek Finance System.
• Create new project plans and ensure they are set up correctly.
• Prepare project fee comparison documents for Senior Partner, Finance to appraise new business opportunities.
• Update Project Fees document when a new project is agreed or project fees are amended.
• Prepare new business time reports on a monthly basis.

Other

• Collate supporting documentation for sales invoices.
• Prepare ad hoc time related reports
• Proactively design and prepare ad hoc reports as necessary

Qualifications and work experience

• 12 months experience in a similar or related role within a finance team is essential
• Experience within a creative industry would be beneficial

Skills and attributes

• Advance Microsoft Excel and Word skills are essential
• Knowledge of Deltek Accounts and Power BI would be advantageous
• Inquisitive and investigative mindset is essential

Personality traits

This role will suit an individual who is proactive and forward thinking with the ability to remain calm under pressure. You will be flexible and adaptable to meet the business needs, and will have clear and concise written and oral communication skills. You will have a confident manner and happy to help with all tasks.

Remuneration and benefits

• Salary up to £30,000 depending on experience
• Hours 9:30am – 5:30pm – Monday to Friday
• 24 days annual leave per annum
• Lunch will be provided, four days per week
• On completion of a successful probation period:
  • Private health insurance
  • Life insurance
  • Profit share
  • Discretionary bonus scheme
  • Company pension scheme
  • Season ticket loan
  • Ride to work scheme
  • Electric car hire scheme

Interviews will be a minimum of two stages, and a mix of Teams and in person at the studio in SW15.  Application deadline is Friday 25th April.