Company Overview
At Shield Services Group, our people are our greatest asset. We are committed to creating a professional, supportive, and inclusive work environment where every employee is valued and can develop their skills and advance.
Job Summary
- Review & validate all invoice approvals, ensuring that completed works, labour, materials, subcontractor costs and associated charges are accurately captured and supported by appropriate documentation.
- Carry out detailed checks of job costs, revenue, margins and profitability before invoices are raised, identifying discrepancies, incorrect cost allocations or potential margin erosion and escalating issues to the relevant Manager or Director.
- Ensure all chargeable works are invoiced promptly and accurately in accordance with client contracts, agreed pricing structures, purchase orders, schedules of rates and contractual requirements.
- Coordinate with the Credit Control team to support timely collection of outstanding balances, providing information and documentation required to resolve invoice disputes and payment delays.
- Proactively chase and monitor client purchase orders, variations and other required approvals to prevent delays to invoicing and ensure works are not left unbilled due to missing commercial authorisation.
- Manage the submission of invoices, supporting documentation and financial information through client-specific CAFM, FM and procurement platforms, ensuring all requirements are met accurately and within agreed timescales.
- Upload invoices and supporting documentation to client systems, including job references, purchase orders, completion records, engineer reports, quotations, approvals and other required evidence.
Client & Stakeholder Support
- Act as a key point of contact for client finance and commercial queries, responding promptly and professionally and ensuring issues are resolved within agreed timescales.
- Liaise directly with clients regarding invoices, purchase orders, payment status, credit notes, account queries, disputed charges and supporting documentation.
- Build and maintain effective working relationships with client representatives, Contract Managers, Operations Managers and Directors
- Work collaboratively with operational teams to obtain missing information, approvals or documentation required to resolve client queries and prevent delays to payment.
- Escalate recurring client issues, contractual concerns, payment risks or significant financial discrepancies to the appropriate Manager or Director.
- Subcontractor Invoice & Payment Management
- Receive, review and process subcontractor invoices in accordance with company procedures
- Identify discrepancies before invoices are submitted to Head Office for payment.
- Ensure subcontractor invoices are accurately allocated to the correct client, contract, job, cost centre and financial period.
- Liaise with Contract Managers, Operations, Supply Chain and the Supply Chain Manager to investigate and resolve subcontractor invoice queries, cost discrepancies, missing documentation and payment issues.
- Monitor outstanding subcontractor invoices and approvals to ensure payments are processed within agreed timescales and in line with company procedures.
- Identify recurring subcontractor pricing or invoice discrepancies and escalate trends to the Supply Chain Manager and relevant management team for review.
Financial & Operational Reporting
- Prepare and distribute weekly financial and operational reports for Managers and Directors, providing clear and accurate information to support contract performance and financial decision-making.
- Produce weekly reports identifying outstanding jobs awaiting CM approval, highlighting aged items, responsible Managers, potential invoicing values and any risks to SLA or billing performance.
- Track the progress of outstanding approvals and provide regular updates to management on aged work, unbilled revenue and potential cash-flow impacts.
Contract & Commercial Controls
- Support the effective financial administration of FM contracts by ensuring that chargeable works, reactive maintenance, planned works, variations and additional services are appropriately recorded, approved and invoiced.
- Maintain a strong understanding of the relationship between operational delivery, job costing, invoicing, subcontractor costs, client approvals and overall contract profitability.
- Support continuous improvement of financial and administrative processes, identifying opportunities to improve billing accuracy, cash collection, reporting quality and financial control.
Requirements
- Excellent verbal and written communication skills
- Excellent customer service skills
- Competent in the use of all Microsoft Office Programmes & CAFM Systems
- Maintain a smart and professional appearance at all times
- Demonstrate a polite, confident, and professional telephone manner
- Be punctual, reliable, and well organised
- Ability to prioritise workload effectively and perform well under pressure
- Capable of working independently using own initiative, as well as collaboratively within a team
- Committed to continuous learning and ongoing personal development.
Join us as a Finance Coordinator and be part of a dedicated team committed to excellence! Your expertise will help us uphold our reputation for outstanding service while advancing your career in a vibrant environment that values your contributions.
Work Location: In person
