Facilities Finance and Legal Administration Specialist

UNAVAILABLE; Lublin; On-site; PLN 120,000 - 180,000; Full time

Job summary

A global advertising agency in Lublin is looking for a Finance Operations Specialist to manage financial operations and provide administrative support. The ideal candidate will have a background in Finance and strong Microsoft Office skills, particularly in Excel. This role offers an employment contract and a supportive work environment without a dress code.

Benefits

Employment contract

Modern office in a business district

Private medical care

Cofinancing of the MultiSport card

Opportunity for professional development

Qualifications

• Candidates should have a background in Finance.
• Good Microsoft Office skills, especially in Excel and Outlook.
• Detail-oriented and proactive with strong communication skills.

Responsibilities

• Responsible for obtaining invoices and liaising with the Property Manager.
• Create Purchase Orders and monitor timely postings.
• Manage supplier records and oversee report reviews.

Skills

Microsoft Office skills

Strong communication skills

Good time management skills

SAP knowledge

Education

Background in Finance

Job description

Overview

Publicis Groupe is one of the largest advertising agency holding companies in the world and a global leader in marketing communications and digital transformation. Driven by data, cutting-edge technology, and creativity, our solutions enable brands to provide customers with tailored experiences on a large scale. We utilize the Power of One operating model to integrate and develop competencies that create increasing business value for current and future clients. We are present in more than 100 countries and employ over 90,000 professionals. In Poland, Publicis Groupe includes world-renowned agencies such as Saatchi & Saatchi, Leo Burnett, Zenith, Starcom, and LiquidThread, among others.

Publicis ReSources is the backbone of Publicis Groupe, the world\'s most valuable agency group. We are the only full-service end-to-end shared service organization in the industry, enabling Groupe agencies to innovate and transform for their clients. Formed in 1998 as a small team to service a few Publicis Groupe firms, Publicis ReSources has grown to 5,000 employees in over 66 countries. We provide technology solutions and business services, including finance, accounting, legal, benefits, procurement, tax, real estate, treasury, and risk management.

Responsibilities

• Fin Ops Facilities: Responsible for obtaining invoices from Facility mailbox, portal & post. Tracking and liaising with the Property Manager to assist in the accurate charge.
• Fin Ops Facilities: Creating Purchase Orders, monitoring and overseeing the timely and accurate posting to AP.
• Fin Ops Facilities: Managing the annual/blanket PO’s.
• Fin Ops Facilities: Maintain supplier records and documents in shared drive and supplier portal access.
• Fin Ops Facilities: Oversee report review with Accounts Payable, be responsible for monthly facility review meetings, and resolve issues with facility admin/manager and accounts payable.
• Fin Ops Facilities: Setting up and monitoring Direct Debit payments for recurring suppliers.
• Fin Ops Facilities: Controlling and reconciling monthly costs related to rental charges and utilities, including raising purchase orders for these expenses.
• Fin Ops Facilities: Oversight of selected cyclical financial and administrative processes (e.g. recurring cost schedules, supplier coordination, operational tools).
• Fin Ops Admin: Managing ReSources mobile and landline accounts, corporate mobile phones, escalating account issues directly with EE.
• Fin Ops Admin: Creating annual EE airtime purchase orders and ensuring that invoices are paid. Monitoring the ReSources income post.
• Fin Ops Admin: Registration of new vendors in the company’s supplier system Ariba and providing ongoing support with supplier data updates.
• Fin Ops Admin: Coordination of quarterly lists for internal review processes and their ongoing updates.
• Legal Dept: Creating purchase orders, updating the employment legal invoice tracker, and ensuring that bills are posted and paid.
• General Admin: Assisting with ad hoc Fin Ops tasks: paying cheques, ordering stationery, booking.

Qualifications

• Background in Finance is ideal.
• Good Microsoft Office skills, especially in Excel and Outlook; SAP knowledge is an advantage.
• Strong communication, organizational, and time management skills.
• Detail-oriented, proactive, and able to multitask with a friendly, open approach.

Skills (including technology)

• Good Microsoft Office skills, especially Excel and Outlook.
• Strong communication skills.
• SAP knowledge ideal but not essential.
• Good time management skills.

Attributes/behaviours

• Self-starter.
• Can do attitude with accuracy and an attention to detail.
• Organised and methodical.
• Friendly, open personality.
• Able to multitask.

Benefits and Perks

• Employment contract
• Modern office in a business district of Lublin
• Private medical care
• Cofinancing of the MultiSport card
• Cofinancing of leisure time
• Opportunity for professional development
• International cooperation
• Culture of dialogue and openness to initiative
• Friendly working atmosphere
• Work-life balance
• No dress code