Financial Operations Supervisor

2 months ago

Cape Town, South Africa BDO South Africa Full time

The Financial Services division is looking for a Finance and Operations Supervisor to provide financial administration and operational support to the team. The Finance and Operations Supervisor will be responsible for using and managing administrative resources, systems, procedures, and policies to execute, manage, monitor and complete office-specific initiatives.

**Main duties and responsibilities**:

- Maintain a monthly billing schedule for the business itemised by client, engagement manager and partner.
- Ensure monthly billing targets are met by issuing client invoices for all required engagements for the month on the billing system, monitoring Microsoft Power BI dashboards for tracking of total billings and engaging with client engagement managers to understand variances and track these variances to finality.
- Follow up with invoice approvers to ensure the invoices are approved in a timely manner.
- Action WIP transfers of engagement entries between multiple engagement codes on the engagement management system.
- Ensure WIP transfer requests from engagement managers and partners are actioned in a timely manner.
- Clear all completed engagement codes on a month-to-month basis of all WIP and close engagement codes, ensuring all mandatory checks have been completed.
- Monitor old engagement codes and engage with client managers to manage the codes to closure.
- Update staff charge out rates on the system for annual changes in rates, new staff members and for any other changes to charge out rates.
- Maintain a charge out rate calculation for all levels of staff based on salary levels, productivity requirements and firm profitability requirements.
- Create purchase orders for business expenditure in a timely manner. Follow up on purchase order approvers and ensure purchase orders do not get backlogged.
- Capture purchase orders to the correct expenditure classification accounts.
- Independently liaise with BDO’s central finance division to answer and queries raised on the divisional management accounts.
- Create engagement codes based on engagement manager requests ensuring BDO’s risk acceptance requirements are met.
- Monitor daily, weekly and monthly timesheet reports for outstanding staff timesheets and follow-up with staff to submit timesheets.
- Monitor repeat non-compliance of staff with timesheet policies and report staff to BDO’s People & Culture division for appropriate action.
- Review the monthly payroll report to ensure joiners and leavers have been accounted for and once-off items have been appropriately accounted for such as leave pay-outs, overtime pay-outs, incentive payments, etc.
- Reconcile overtime entries in timesheets to approvals received from engagement managers. Ensure discrepancies are resolved. For significant overtime amount, ensure partner approval is obtained.
- Obtain leave approvals from engagement managers and approve leave submissions on the payroll system.
- Reconcile leave submissions between the payroll and timesheet systems.
- Monitor trainee training attendance per the training calendar and report trainees to counselling managers and P&C where there is non-attendance.
- Maintain a schedule of users for all IT licenses across the division. Ensure licenses are removed for terminated users and approved for new users. Conduct regular license reviews on a monthly basis to ensure user lists are accurate.
- Understand how cost allocations are performed within BDO. Perform monthly reviews of cost allocations to ensure fairness and accuracy of cos allocations.
- For new external suppliers, ensure the supplier onboarding procurement process is followed with all necessary forms, approvals and information obtained to complete the onboarding.
- Perform monthly reviews of travel reports, identify and investigate anomalies. Prepare summaries of the report for head of business.
- Monitoring adherence to BDO Policies. This includes being familiar with and enforcing adherence to all BDO operational policies, eg leave, overtime, travel claims, working from home, dress code, staff conduct etc.
- This specifically extends to monitoring of adherence to the sick leave policy and work attendance policy.

**Essential skills and qualifications**:

- Business Admin Degree/Business Administration Honours or relevant qualification
- Minimum 3 years’ experience in related field
- Computer literate (good use of Microsoft Word, Excel and Power BI)
- Excellent verbal and written communication skills
- Demonstrable experience in general administration/executive assistant in a highly pressurized environment requiring tact, judgement, and discretion in dealing with external and internal stakeholders
- Experience in diary management/researching and administration
- A proactive approach to problem solving with strong decision-making skills.

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