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Job

Business Support Assistant

  • Job ref:

    bsa_1636563037

  • Location:

    City of London, London

  • Sector:

    Support

  • Job type:

    Contract

  • Salary:

    Negotiable

  • Contact:

    Kara Moore

  • Email:

    kara.moore@thejmgroup.com

  • Published:

    21 days ago

  • Duration:

    12M

  • Start date:

    ASAP

  • Consultant:

    Kara Moore

ROLE PROFILE

Job Title: Business Support Assistant
Function: Marketing Team
Location: Globe House, Temple
Job Type: Hybrid-working 2/3 days per week in the office
Start Date: ASAP

The JM Longbridge Group are currently working with one of biggest FMCG company who are now looking for an experienced Business Support Assistant to support their Centre Marketing Team.

PURPOSE STATEMENT
Providing Centre Marketing team(s) with financial administrative support by maintaining accurate budget information, using the SRM and SAP/CUPA systems, to enhance their decision making, planning and control of the brand budget spend.

To be responsible for the day-to-day administration of Marketing teams budget expenditure by managing the cost estimate, purchase order and invoice procedure.

To provide the teams with a high level of transparency around project spend by managing the tracking, updating, and sharing of project information.


MAIN ACCOUNTABILITIES:
1.Financial Administration
*Check and ensure that cost estimate received from Agencies and Suppliers are in line with Operating Procedure Guidelines and where appropriate in line with Travel Policy.
*Promptly create accurate PO shopping carts in Supplier Relationship Management system (SRM) for relevant suppliers and seek Line Managers/budget holders' approval.
*Review purchase orders where necessary to reflect any changes in the expected supplier billing.
*Check all invoices received agree with the purchase orders raised, and that supporting documentations are attached, seek appropriate Brand Managers approval.
*Discuss and advise suppliers on details concerning cost estimates and budget procedures e.g. All projects MUST have a PO prior to commencement of work, travel estimates are in line with Travel Policy; purchase order status and invoice payment.
*Communicate with all internal departments on finance matters relating to team budgets; particularly Marketing Finance, Accounts Payable (for invoice/suppliers' queries) and Accounts Receivables (to request new vendor set-up) and take appropriate action when necessary to minimise disruption to the overall budgetary flow.
*Carry out on-going housekeeping, to SRM/SAP, by closing fully invoiced purchase orders and re-forecasting budget spend as advised.
*Proactively deal with issues relating to budgetary control as and when they arise.
*Create WBS codes and submit to, WBS maintenance, in e-flow to be uploaded in SAP.


2.Budgetary Control
*Assists the Budget Holder(s) with preparation for the annual Company plan, by setting up meeting(s) with Managers and Agencies, if applicable, analysing year on year budget requirements and completing an Excel workbook, per brand, for inclusion into the booklet reviewed by all Heads of Functions.
*Ensures that SAP reflects the approved Budget Plan, for the year, by defined project.
*Constant review of budget status and on a regular basis, provides the line managers with accurate and up to date reports from on brand, travel/admin spend.
*Ensure prompt and accurate closure of all PO(s), towards the end of the financial year, so that all funds can be effectively utilised.



KNOWLEDGE, SKILLS AND EXPERIENCE REQUIRED

*Excellent administrative, communication and social skills.
*Detailed knowledge of SAP for all budget tasks.
*Good knowledge of Excel as this system forms an essential backup to SAP.
*Must be able to meet deadlines

The JM Group is operating and advertising as an Employment Agency for permanent positions and as an Employment Business for interim / contract / temporary positions. The JM Group is an Equal Opportunities employer and we encourage applicants from all backgrounds.