Payroll and Invoicing Manager - Australasia
NES Global Talent
Total years of experience :23 years, 10 Months
• Reporting directly to the Regional Financial Controller
• Managing a payroll team for Australia, Papua New Guinea and New Zealand. Overseeing the weekly, fortnightly and monthly payroll.
• Provide general direction and leadership for the payroll function within the finance team.
• Ensure timely and accurate payroll processing for the growing numbers of employees for Australia, Papua New Guinea and New Zealand. This includes checking of time cards and posting and coding wages, direct deposit processing and voiding/recalling of wire transfers.
• Responsible for additional pay components including allowances, higher duties and salary supplementation. Salary deductions including salary sacrifice and child care support.
• Manages all aspects of payroll such as establishing appropriate check and balance to ensure compliance and accuracy in payroll.
• Coordinates with Head of Recruitment to receive the information in time.
• Ensures that Bullhorn information is properly imported to Navision (ERP) to Oracle Netsuite (Infinite) payroll system and runs effectively.
• Ensures accurate reporting and payment of all statutory requirements - Superannuation, Payroll Tax, PAYG and Workers Compensation levy
• Calculation of workers compensation payments, employee leave entitlements and accruals are maintained in accordance with industrial awards, EB arrangements and state legislation.
• Prepare separation certificates, statements of service and confirmation of employee details for terminated employees and external parties.
• Assisting Finance Team on end of the month journal and reconciliation of GL for the Monthly Management Reporting on Cost of Sales and Balance Sheet Analysis.
• Responsible for keeping a full set of financial accounts - P&L, BS, AP, AR and GL
• Manages day to day operation of Finance
• Reviews all posting to ensure proper recording of all entries.
• Prepares monthly Gross Report of all shops, retail, service centre and café.
• Prepare payroll and incentive calculations using payroll software, including SIF file validation thru Qatar Labour Ministry Validation tool for Wages Protection System (WPS), submission of bank files and WPS-CSV file upload.
• Coordinates with the existing and new tenants of the property being leased like tenancy contract, payment, arrears, security and maintenance concerns
• Handles the accounting of Sheikh Rashid Al Thani’s personal finances like bank loans, dividend collections, rental allocations and bank transfers.
• Maintain an orderly filing of relevant finance, payroll and property management document
• Handles Petty cash fund
• Prepares the payment of supplier invoices according to credit terms and based on the statement submitted by the supplier.
• Reconciles the statements from suppliers against invoices and solves any discrepancies by contacting the suppliers.
• Prepares letter of credits to the bank thru company’s existing refinancing facility and revolving loans.
• Coordinates with the bank in opening bank accounts for employees (regular savings and paycard)
• Files the paid invoices and other documents in an orderly manner in such a way that other users can easily refer to the invoices in my absence.
• Files the invoices to be paid in order to facilitate the research of the documents
CLIENTS:
QATAR: Maersk Oil, Qatar Gas, RasGAs, JGC, Shell, CH2M Hill, Qatar Petroleum,
Qatari Diar, Qatar Project Management, Celerant, Johnson Controls, Halcrow Consulting,
Omega AS, Sinohydro, Atelier, Qatar International Safety Centre, Technip France, CH2M
Hill, Total E&P, Buro Happold, Chiyoda Tecnip Joint Venture, Linde AG, Occidental
Petroleum, Qatar Aluminum
ABU DHABI: Abu Dhabi Gas Company, JGC, Shell, AET Shipmanagement, CH2M Hill,
Baker Hughes, ExxonMobil, Samsung Engineering, Samsung C&T, British Petroleum,
Siemens Energy, Dubai Petroleum, OTV Sanotec, Aibel AS, Total E&P Yemen, Dry
Docks Dubai, Technip France - Abu Dhabi, Consolidated Contractors Company, J Ray
Mcermott Middle East, Vebes O&M, Premier Oil UK and TOTAL Abu Al Bukhoosh
OMAN: ESBI International, Muscat Petroleum Sevices (British Petroleum Oman)
SAUDI: Saudi Aramco Total Joint Venture (SATORP), SADARA Chemicals, Petrol Steel,
Siemens Energy, Tecnicas Reunidas, Baker Hughes, J Ray McDermott
AS ACCOUNTANT:
Duties and Responsibilities:
• Reporting directly to the Regional Financial Controller
• Review Accounts receivables for outstanding invoices and follows-up for their timely
collection.
• Submits invoices to HSBC for factoring.
• Generates reports for the general ledger and reconciliation and oversees the
administration of payment for wages, bonuses and other company benefits.
• Perform monthly variance analysis and provides trend information. Assist with
accounting policy development. Develop financial reports to meet management and
external requirements.
• Prepares and analyzes Monthly Cost of Sales for Management Reporting
• Prepares management report on payments more than GBP20, 000/- for Saudi, Abu
Dhabi and Qatar
• Prepares payments by verifying documentation, and requesting disbursements.
• Complies with state, and local financial legal requirements by studying existing and
new legislation, enforcing adherence to requirements, and advising management on
needed actions.
• Prepares special financial reports by collecting, analyzing, and summarizing account
information and trends.
• Maintains customer confidence and protects operations by keeping financial
information confidential.
AS PAYROLL/INVOICING:
Duties and Responsibilities:
• Reporting directly to the Regional Financial Controller
• Provide payroll system training for new staff
• Provide general direction and leadership for the payroll function within the finance
team.
• Ensure timely and accurate payroll processing for 400+ employees and growing
(Qatar, Abu Dhabi, Dubai, Iraq, South Korea, Malaysia and Saudi). This includes
checking of time cards and posting and coding wages, direct deposit processing,
voiding/recalling of wire transfers, issuing manual checks, benefits administrations
(such as vacation and end of service benefits)
• Ensures compliance with Wages Protection System (WPS) - for United Arab
Emirates contractors-employees.
• Manages all aspects of payroll such as establishing appropriate check and balance to
ensure compliance and accuracy in payroll.
• Oversees the creation of job cards (operatives), helping with queries and
maintenance of payroll records
• Ensures that Bullhorn information is properly imported to Navision payroll system and
runs effectively.
• Ensuring comprehensive payroll records are kept, both paper and electronic
• Manual calculations of statutory payments & deductions
• Creates service agreements in the ERP (Navision) and update the existing ones
• Ensures the policies are followed when data is entered in job cards and close job
cards in time.
• Ensures that all the costs are recorded, operations forwards’ accurate information
and everything are invoiced in timely manner.
• Coordinates with head of recruitments to receive the information in time.
• Responsible for improving payroll and invoicing procedures
• Responsible for the accuracy of the billing
Essential Functions - Include the following.
• Prepares monthly financial reports and various related statements that reflect the department’s financial condition.
• Performs cash management function by reconciling cash and accounts payable
• Prepares monthly payroll for staff and management. This includes manual timesheet checking, encoding to system and posting.
• Ensures timely processing of payment of salaries.
• Supervises the departmental accounting function and coordinates the completion of periodic financial statements and record keeping.
• Purchases commodities, services and capital items, spot checks shipments for quantity and quality.
• Prepares rates for services performed by department or assembles rate schedules.
• Maintains records of contracts, makes estimates of work and material costs.
• Assists in formulation of work measures to maximize efficiency and cost savings.
• Ensures that records for internal and external audits are prepared.
• Prepares various reports and studies
• Monitors accounts receivables of the company and provide the management/superiors of its status on a regular basis.
• Responsible to make collection calls, reminder emails, formal letters (internal and external) - Travel itineraries of General Manager, Managing Director and Sales and Marketing Manager - Minutes of meetings - Coordination with different department and suppliers - Filing, E-mails, Faxes, Phone calls - Office supplies
• Primarily responsible for the accurate and timely maintenance of General Ledger activities and entries. Specific duties include, preparation and review of accounting entries specific to cash, financing, payroll and accruals, reconciliation of accounts and subsidiary ledgers, fixed asset accounting, bank reconciliations and depreciation calculations including journalizing for general ledger purposes, analytics for key management projects for reporting to the head office located in Hammersmith, United Kingdom.
• Assists the Credit Management Group (CMG) Head in the overall CMG functions and in monitoring the performance of the Accounts receivable (AR) assistant/s for the smooth flow of CMG operations.
• Monitors Dollar and Peso accounts receivables of the company and provides the management/superiors of its status on a regular basis.
• Responsible to make collection calls, demand letters, reminder emails and other forms of correspondence to ensure timely collection of accounts receivables.
• Handles inquiries regarding clients’ receivables.
• Prepares daily collection report, weekly-expected collection, weekly Aging Reports and weekly/bi-monthly AR Status Reports.
• Verifies all documents necessary for the billings of clients for the permanent placements, as well as other revolving funds, for invoicing purposes.
• Investigates and analyzes discrepancies on the payments received from clients and coordinates with the Operations Department and their clients regarding these discrepancies.
• Prepares Sales Invoices for, but not limited to, cash advances, petty cash reimbursements, allowances and incentives of selected clients.
• Prepares billings of interests and other penalties imposable for overdue accounts.
• Encodes Sales Invoices and Official receipts into the ACCTrack System to ensure that the clients’ subsidiary ledgers have complete up-to-date account information.
• Handles the printing of statements of accounts on a quarterly basis and regularly checks and verifies accuracy of such statements
• Initiates preparation of debit memos and/or credit memos resulting from the analysis of the clients’ accounts.
• Ensures that withholding tax certificates are collected from the clients on a quarterly basis.
• Prepares Tax Adjustment reports and variances received from clients.
• Maintaining financial records, setting and monitoring of departmental and project budgets and the corporate cash flow plan, recording transactions, journal entries and book of accounts, preparing daily cash position, cash analysis, purchase and check vouchers, statements of accounts and billing, collections, overseeing approval of liquidation and reimbursement of staff expenses bank reconciliation, financial statements, various financial reports for management, and preparing/filing applicable Philippine tax documents. Maintaining the General Ledger and supporting ledgers.
• Assists the Chief Finance Officer (CFO) on special projects, interim financial reports or joint ventures of the company, and proper documentation.
• Checks and audits weekly and regular employee payroll.
• Conducts regularly semi-annual inventory of motor vehicle/automotive spare parts, fixed assets, supplies and stock certificates.
• Perform accounting functions for complex financial transactions. Produce financial statements and disclosures. Communicate financial results to company management and shareholders. Perform monthly variance analysis and provides trend information. Assist with accounting policy development. Develop financial reports to meet management and external requirements. Provide guidance to lower level accounting staff and review/approve work (e.g. journal entries, account reconciliation, procedures and financial reports).
• Processed payments to suppliers, petty cash reimbursements and claims of resigned employees.
• Prepared monthly/quarterly tax return and remittances as required by BIR and other government agencies. Summarized cash receipts and cash disbursement
• Analyzed monthly financial variance models and consolidating income and expenses per (talent manager) cost center
• Monitored talents/artists managers expenses and income
• Reviewed and checked project briefs of live production department and bookings of artists. Prepared billing statement to event/s sponsors or advertising agencies. Followed up collection of accounts and weekly artist bookings and schedules.
• Conducted office supplies inventory
• Filed all pertinent documents.
I've learned in four years of studying was recording of transactions from the source documents to the preparation of financial statements and analysis of such.
High School Graduate