Administrator Assistant - Legal/Finance Department
This entry-level position in San Francisco, California will support the Sr. Finance Analyst and finance related matters for the Legal Department. Primary focuses: * Manage the invoice process and process invoices * Manage the e-billing site * Prepare monthly financial tracking and reporting documents * Maintain supplier address and payment profiles Major Responsibilities: * Manage domestic and international invoice process for all Legal areas, including: maintenance of matters & invoice financial allocations within the e-billing system, approvals, PO creation/maintenance, data entry, payment resolutions, cross-border payment & reconciliation, supplier maintenance, and accruals tracking * Maximize use of Oracle Financials Purchasing module for PO creation and AP Inquiry module for payment resolutions * Prepare monthly financial tracking and reporting to Sr. Finance Analyst for monthly Legal forecasts and attorneys for quarterly litigation reports * Look for and identify opportunities to improve process, share best practices, and improve efficiency * Monitor quarterly and year-end re-classes and accruals, as well as spend in categories identified by Legal teams * Serve as liaison between suppliers, the AP department, and internal business partners * Setup and maintain supplier addresses and payment profiles, communicate with suppliers about payment issues, Legal's outside counsel policies & procedures, e-billing requirements and support communication between suppliers and the accounts payable department * Provide support in annual budget development * Develop and maintain effective relationships with Finance and Accounts Payables business partners and cross-functional teams * Participate in ad-hoc business projects, analysis and other miscellaneous finance-related duties as necessary * Keep up to date on all relevant company Finance processes The successful applicant will possess the following requirements (items are required unless noted otherwise): * Bachelor's degree in Business Administration or related field * Working knowledge of or demonstrated interest in financial and accounting concepts; understands the importance of accuracy in financial data to be provided to business partners * Detail oriented with strong organizational skills * 2+ years work experience * Finance and/or accounting experience is a plus * Proven analytical ability and creative problem solving skills * Excellent interpersonal and communication skills with proven ability to develop and maintain effective business partner relationships at all levels of the organization * Proven ability to operate independently to manage multiple tasks and deadlines, while adapting to a changing, fast paced environment * Expert user of MS-Excel and MS-Access * Strong skills in MS-Word and MS-PowerPoint * Experience in Oracle Financials and TyMetrix e-billing site is a plus * Good written, verbal, and presentation skills. * Team player with a positive attitude * Administrative, customer service, financial, and/or systems management background
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