Finance and Administrative Assistant

**Summary of The Position**:
Support the Finance Manager with the management of the company’s financial affairs, in accordance with sound financial management and accounting practices. Work closely with colleagues in this department to obtain the desired outcomes. To provide comprehensive travel coordination and administrative support services to staff and the organization.

**Essential Functions**:
**Administrative Functions**:

- Responsible for providing administrative support to the finance team.
- Travel co-ordination functions, which include:

- Booking of flights, accommodation and transport for permanent staff and contractors and if required for Sponsors and Vendors.
- Assist with bookings and arrangements for conferences, meetings, company functions and events.
- Assist with any admin duties when required.

**Finance Activities**:

- Update and check the Fixed Asset Register monthly and confirm cost reconciliations using Company financial systems.
- Process Accounts Receivable invoices and statements using Company systems.
- Review weekly payments and release using Company systems.
- Action ad hoc payments using Company systems.
- Reconcile expenses at the month-end via bank statements to Purchase Orders using Company financial systems.
- Complete the month-end process, including adjustments and journals.
- Prepare and save month-end management reports to Company drives.
- Reconciliation of monthly reports for submission.
- Updates on company insurance (Travel, Personal Indemnity, and Commercial).
- Assist with the preparation of the BEE pack and figures for annual certification.
- Reconcile MasterCard and Amex statements and allocate them to projects in Infor.
- Check Vendor invoices and send them to responsible parties for approval.
- Check Contractor Timesheets against Invoices.
- Process Accounts Receivable in QBO.
- Processing various journals (MasterCard, telephone, photocopiers, forex, etc.) in QBO.
- Prepare staff monthly expense claims captured in Triceps before capturing into QBO and sending to Human Resources for inclusion into Payroll.
- Request Trade Cover numbers from Accounts Payable for inward funds and clear with the bank.
- Assist with other office duties as and when required.

**Knowledge, Skills, and Abilities**:

- A good understanding of and familiarity with the CRO environment.
- Excellent computer and word processing skills (Microsoft Office, Acrobat, Quickbooks [QBO], Costpoint) and intermediate to advanced Excel Knowledge is required.
- Self-motivated and positive attitude with good communication and interpersonal skills.
- Good command of English language and grammar skills.
- Ability to work independently as well as part of a team.
- Methodical approach to the organization of work.
- Meticulous attention to numerical and verbal detail.
- Numerical skills (spreadsheets - intermediate to advanced).
- Perform other duties and responsibilities that may be required from time to time.
- Strong interpersonal and communication skills
- Flexible working hours to accommodate clients and vendors in different time zones

**Position Requirements**

**Education**: Bachelor’s degree or its international equivalent in Accounting, Business Administration, Finance or related field or is preferred. In lieu of a degree an equivalent combination of education, training and relevant work experience is required.

**Preferred Job-related Experience**: A minimum of three years of accounting, bookkeeping, and administrative experience. Experience in Quick Books (QBO) is required.

**Additional Eligibility Qualifications**: None.

**Preferences**: This is a fully remote role that supports staff in multiple time zones. The ability to work independently, unsupervised, and with a flexible work schedule to accommodate different time zones is required.

**Special Position Requirements**: Intermediate to advanced experience and knowledge of Excel is required.

**Physical Expectations**:

- Typical office environment.
- Ability to sit or stand for extended periods of time.
- Ability to move 5-15 lbs.; or 2.26 - 6.8 kg.

**Travel Requirements**:
Expected travel time is less than 10 % for this position.

This job description is not intended to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee. Duties, responsibilities, and activities may change, or new ones may be assigned with or without notice.

FHI Clinical, Inc. and its subsidiary and affiliate companies provide equal employment opportunities to all employees and applicants for employment without regard to race, color, ancestry, national origin, gender, gender, sexual orientation, marital status, religion, age, disability, gender identity, results of genetic testing, or service in the military.