Financial Operations Officer/Manager at Pinsent Masons

Job Description

Working as part of the central finance team, to help run the finance function in the South Africa office. The key elements of the role will include managing the purchase ledger, cashiering, billing, credit control and compliance with accounts rules and Law Society accounts rules regulations.

Department: Finance

Hours of work: 9.00am – 5.30pm (flexibility required)

Reports to Central Finance

Responsible for: N/A

Purpose Of The Role

Working as part of the central finance team, to help run the finance function in the South Africa office. The key elements of the role will include managing the purchase ledger, cashiering, billing, credit control and compliance with accounts rules and Law Society accounts rules regulations.

Main Duties And Responsibilities

• Cashiering & Compliance
• Ÿ Day to day running of the cashiers function
• Ÿ Posting client / office receipts and payments to Aderant
• Ÿ Daily bank reconciliations
• ŸLiaison with the Firm's bankers in relation to local bank accounts, including the set up of any new trust accounts or designated deposit accounts
• Ÿ Ensuring compliance with Law Society regulations accounts rules and any reporting requirements
• Ÿ Liaise with local accountants to ensure monthly VAT returns are completed and file with SARS
• Ÿ Acting as the gatekeeper for AML compliance when accept funds into the firms accounts and ensuring compliance with Anti Money Laundering policy
• Ÿ Reporting and collation of BBBEE annual submissions
• Ÿ Induction for new staff members
• Purchase Ledger
• Ÿ Maintenance of all static data (supplier addresses, payment terms, etc.) including providing creditor bank details to the central finance team for entering to Aderant
• Ÿ Ensuring all invoices are promptly logged on receipt and duly authorised prior to processing. Electronic filing all creditor invoices
• Ÿ Input of all invoices with particular attention being given to narratives (for analysis and reporting purposes) and allocation to the correct GL code
• Ÿ Ensuring compliance with VAT regulations in relation to purchases and input VAT recovery
• Ÿ Arranging electronic payments to suppliers on the specified date for invoices which are due for payment, making sure that the Firms and the supplier accounts reconcile
• Ÿ Loading & payment of E-bills from suppliers.
• Ÿ Post disbursement costs onto the sales ledger (e.g. searches, copying, faxes etc.)
• Ÿ Ensure prompt payment of disbursements in accordance with the Solicitors Accounts Rules and payment terms
• Ÿ Assist with client and matter housekeeping for unbilled disbursements. Ensuring disbursements are billed to clients on a regular basis
• Ÿ Managing and paying consultants and rent invoices when required, ensuring these are paid on time.
• Ÿ Electronic filing all creditor invoices
• Ÿ Liaison with suppliers
• Ÿ Monthly reconciliation of the supplier accounts to Aderant.
• Staff Expenses
• Ÿ Dealing with currency floats and cash advances if requested by the central T&E team
• Ÿ Processing of payment schedules weekly for staff expenses
• Payroll
• Ÿ Key liaison with the local payroll provider/HR and the UK to ensure payroll payments processed in timely manner
• Billing
• Ÿ Raising of bills on the Aderant system on a timely basis ensuring all time entries are captured
• Ÿ Ensure bills are raised in accordance with client services agreements/ letters of engagements
• Ÿ Ensure the Firm's billing and credit note procedure is strictly adhered to and that all necessary authorities are obtained;
• Ÿ Time and disbursement transfers and write offs
• Ÿ Lawyer liaison on Aderant and Carpe Diem queries
• Ÿ Client and matter housekeeping;
• Ÿ Ensure compliance with Solicitors Accounts Rules (SAR) and with VAT regulations in relation to output tax
• Ÿ Maintenance of the local bill register ad hoc client reports where appropriate
• Credit Control
• Ÿ Chasing overdue debts
• Ÿ Following up unpaid bills with Partners, and Lawyers
• Ÿ Ensuring queries raised by clients are dealt with promptly and efficiently
• Ÿ Meeting deadlines and monthly cash targets
• Ÿ Generating ad hoc internal debtor reports and statements to clients as required
• Ÿ Assisting with assessing credit worthiness on new clients
• Other Duties
• Ÿ Provide cost analysis and support during the budgeting and reforecasting process
• Ÿ Provide support to the central reporting team during the annual audit
• Person Specification

Relevant Experience

• Basic bookkeeping knowledge essential and an accounting qualification highly desired
• Experience in dealing with volumes of transaction processing
• Has worked in a law firm and is familiar with the Law Society Accounts Rules Regulation.

Key Skills

• Thorough approach to complying with processes and authorisations
• Proven ability to work within a busy environment and meet frequent deadlines
• IT literate with a knowledge of Aderant and Excel preferred
• Accuracy and attention to detail
• Good communication skills (written & oral)

Personal Qualities / Behaviours

• Excellent team player
• Organised and methodical
• Ability to use own initiative
• Good at forming relationships with people at all levels and departments in the Firm
• Positive and pro-active approach

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