Description
Title: Finance and Data Admin officer
Location: EX4 4UA
Duration: 03 months
1) Experience working on Client or SAP
2) Financially minded, process driven
3) Worked in Property background
4) Public Sector experience prefable
This post will be responsible for the upkeep and assurance of all the estates property records, databases and web based systems held, updated or fed by the CPS Estates team. The post holder will lead the development, implementation and management of the existing mandatory Property management systems (IT based) so that there exists a management system that holds comprehensive accurate and current information about the CPS's property assets, their value, tenure, use, maintenance and costs. They are responsible for the updating of records at all times ensuring best practise and due diligence.
This post is also responsible for supporting the management and planning of both, the Corporate Estates and HQ Estates Team budgets. Providing admin support for the day to day management and control of buildings and accommodation across the CPS estate portfolio, to meet business needs and aspirations of the agency. Ensuring that all payments in respect of the CPS estate are processed in accordance with lease/licence/contract obligations and Agency policies.
- They will manage the raising of CPS purchase orders to suppliers and processing of related invoices for payment. Carry out inputting of commitments and invoices onto the Corporate Estates Budget Package and the Estates Team budget spreadsheet and update the monthly accruals spreadsheet as required.
- Maintain a good understanding of CPS business operations to ensure that Estates services and data align with and support the department's objectives.
- Corporate Estates budget - Produce bi-weekly Client reports of purchase orders raised and invoices paid against the Corporate Estates budget (CRP35/CRP36) and check they have been input on the budget management package. Input any missing data and save.
- Estates Team budget - Produce bi-weekly Client reports of purchase orders raised and invoices paid and check they have been input on the budget management spreadsheet. Input any missing data onto the Estates Team budget tracker and save.
- Ensure and support the Estates Finance manager with the upkeep and relevance of the property finance list or other system in use and use for regular monthly forecasting and budget work. Ensure financial and data changes arising are notified and input correctly into the property list and finance property list.
- Responsibility for change systems and inputting of data on a continual basis including front sheets, end sheets, property record amendment sheets.
- Ensure how to guides are correct and up to date for processes with responsibility for.
- Continually review the data update sheets, how to guidance and frequent templates proposing new methods and formats where necessary through consultation with team.
- Raise purchase orders to suppliers on the CPS Client purchase to pay (P2P) IT system for rent, rates, service charges, insurance, utility and other professional services including Goods Receipting appropriately and timeously.
- Process Invoices on the Client P2P system and through Client (or any other system in use or to be used) for payment.
- Process ad-hoc paper invoices and make manual payments (where supplier not on the P2P IT system).
- Arrange for suppliers to be added to the Client system so orders and payment can be made via the CPS IT system.
- Carry out checks on orders/invoices on hold (under query) on Client and resolve as required. Manage (and update) systems that require the data to be input into (accruals log/reports).
- Ensure rating refunds and dilapidation schedules are updated and changes notified. Track refunds to agency.
- Maintain a database of all Estates hard files stored off site.
- Support the Finance manager in ensuring service charge reconciliation and end of year rebalancing is effected on GPA TOA's. Seek out the detail and ensure information is provided and systems updated. Challenge and verify all service charges and insurance and utility recovery to CPS raising issue and concerns.