Finance Operation Assistant

DHD Consulting; Englewood Cliffs (NJ); On-site; USD 50,000 - 70,000; Full time

Job summary

A consultancy firm in Englewood Cliffs is looking for a Finance Operation Assistant to manage financial processes including accounts payable and receivable. The role involves collaborating with service providers for billing, preparing financial reports, and engaging with various stakeholders for financial inquiries. Candidates should possess excellent communication skills and high proficiency in Microsoft Office. This position requires handling confidential financial data, ensuring accuracy and compliance with policies.

Qualifications

• Comfortable managing financial reports and customer interactions.
• Able to work closely with audit teams and other stakeholders.

Responsibilities

• Prepare and finalize monthly closing files.
• Manage accounts payable and receivable.
• Collaborate with service providers for accurate billing.

Skills

Excellent communication and interpersonal skills

Previous customer service experience

High proficiency in Microsoft Office

Job description

About the job Finance Operation Assistant

Englewood Cliffs, New Jersey, United States

I. Department Roles & Responsibilities

• Securing Delivery & Installation Capacity, Discover & Organization Customer Pain Points, Management of Installation Quality and KPI, Operation and Monitoring of Policies, [Mission/Vision Statement]
• o The LMD mission is to ensure sufficient capacity and accurately comply with the delivery date requested by the customer to deliver and install the products.
• [Department R&Rs]
• o The Department is responsible for overall process handling with Client request and resolving issues as well as coordinating with vendors designated to provide LMD Service to Customers.
• 1. Delivery Management
• Check delivery schedule, information, etc. for orders
• Manage the order/installation capacity
• Make load plans to ensure delivery on the date requested by the customer
• 2. Return Management
• Create a load plan to retrieve the product that the customer requested to return
• Manage whether returned products are in stock properly
• 3. Installation Quality Management
• Make and manage installation guidance for technicians
• Train and develop technicians to install appliances properly
• 4. Cost Settlement Management
• Billing and buying management
• Validation of costs and management evidence(PODs) for billing and buying
• 5. Key Performance Indicator(KPI) Management
• Net promoter score(NPS), On time delivery(OTD), Defect occurrence rate, etc
• 6. Customer Claim Management
• Communicate client and vendors to resolve customer claims
• Manage customer claim and set up claim resolution process

II. Individual Roles & Responsibilities

1. 1. Monthly Closing Procedures:
   o Prepare and finalize data for monthly closing files, ensuring accuracy and completeness in the billing templates.
2. 2. Accounts Payable and Receivable Management:
   o Generate all AP and AR in the GSI system to ensure proper revenue recognition and expense tracking.
3. 3. Invoice Management with Service Providers:
   o Collaborate with service providers to obtain accurate accounts payable details, ensuring timely receipt of invoices and effective follow-up on outstanding items.
4. 4. Billing Coordination:
   o Follow up on any required billings related to incurred expenses and coordinate with clients to ensure timely invoicing based on agreed terms.
5. 5. Audit Collaboration:
   o Work closely with the audit team to review discrepancies in billing, facilitating the re-invoicing process as necessary to resolve issues.
6. 6. Communication with Finance Team:
   o Maintain clear communication with the finance team regarding receivables management and ensure timely follow-up on accounts payable disbursements.
7. 7. Cumulative Closing Management and Profit/Loss Oversight:
   o Manage cumulative closing processes and monitor profit and loss statements to ensure financial accuracy.
8. 8. Expense Billing Coordination:
   o Discuss and arrange billing methodologies when expense categories differ, ensuring compliance with company policies and client agreements.
9. 9. Financial Reporting:
   o Assist in the preparation of financial reports and analyses to provide insights into company performance, aiding in strategic decision-making.
10. 10. Stakeholder Engagement:
    o Serve as a point of contact for internal and external stakeholders regarding financial inquiries, ensuring clarity and professionalism in all communications.
11. 11. Process Improvement Initiatives:
    o Identify areas for process improvement within the accounting functions and
    implement solutions to enhance efficiency and accuracy.
12. [Extra R&Rs]
    Extra R&R can be added by mutual consultation.

III. Core Competency Required for This Position

1. 1. Excellent communication and interpersonal skills
2. 2. Previous customer service experience
3. 3. High proficient in Microsoft Office, specifically Excel, PowerPoint
4. 4. Roll-up your sleeves attitude

IV. General Background

1. A. Supervision - List the number of people this position supervises if any, either directly or
   through subordinates, and describe the degree of supervision.
   1, Team Leader
2. B. Confidentiality - Describe the exposure level to confidential company information.
   Explain the type of data handled.
   All personnel, customer, financial, and legal data - highly confidential
3. C. Responsibilities - State the extent to which an error in judgment on the job would result in
   loss of time, expense or public/employee good will.

Wrongful judgment in the privacy law could incur substantial financial damages and time
consumption for company.