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Financial Controller

Location: London, UK
Job # 9838834
Date Posted: 08-30-2017
Global market leader in the art authentication field, serving clients internationally from its state-of-the-art laboratories in London and New York. The Company is seeking a Financial Controller and Office Manager to support the London Office. General responsibilities for this key position are:
Financial Controller and Office Manager Responsibilities

Accounting and Reporting
  • Make sure that all projects get invoiced properly and in a timely fashion 
  • QuickBooks customer set up, invoicing and collection of London and New York accounts receivable
  • Input and coding of London payables in
  • Review and reconcile WIP report to revenue recognized and deferred revenue
  • Prepare monthly revenue entries for all projects 
  • Maintain fixed asset records--amortize goodwill and depreciate assets
  • Interface with external payroll service for employee related issues such as new hire paperwork, payroll changes, and timekeeping questions
  • Maintain chart of accounts and other QB masterfiles
  • Other financial entries--prepaid expenses, accrued expenses, interest on notes payable, etc.
  • Reconcile all balance sheet accounts
  • Prepare quarterly intercompany invoices
  • Write entries to allocate benefits to cost categories
  • Close books--review for completeness, flux analysis, bud vs act review, etc.
  • Maintain financial statement model (download and consolidate 3 sets of books, translate UK books to USD, prepare consolidating and eliminating JE's, review and reconcile final statements)
  • Prepare standalone financial package for each location (Balance Sheet, P&L, cash flow, Bud vs Act)
  • Prepare consolidated financial statement investor package 
  • Prepare various internal reports and analysis
Tax Matters
  • Prepare quarterly VAT return
  • Prepare and submit quarterly sales tax returns for New York
  • Assist UK and US accounting firms in preparing annual tax returns
  • Answer general telephone and emails efficiently; monitoring the general email account
  • Deal efficiently with all ingoing/outgoing post
  • Deal with all required outgoing/incoming deliveries
  • Maintain office calendars
  • Monitoring stock levels of stationery & kitchen supplies; re-ordering as required
  • Ordering of lab supplies, in coordination with the laboratory
  • Ensure that all areas are kept tidy; oversee the office cleaner
  • Deal with all tradespeople as required:  phone/utilities/IT etc.
  • Administer certain cloud based IT solutions including DropBox, Office 365 and Crashplan
Sales support
  • With the sales team; have a full understanding as to the status of all proposals
  • Send sale invoices to clients
Project support
  • Support the scientists/investigators by supporting on project management
  • Once sales invoices have been paid; efficiently move to ‘Work in Progress.’
  • Proactively ensure that all necessary artworks are delivered in a timely fashion
  • Ensure that all artworks are input on the database; and are appropriately insured.  
  • Make sure proper insurance coverage is in place for all projects (e.g. If the value of art work in house is greater than insurance policy limits, advise insurance agent by email of the need for additional coverage, the amount of that coverage, the start date of that coverage and after the art work has been returned, advise the insurance agent of the need to terminate the additional coverage.)  
  • With off-site jobs, assist in arranging travel, shipping and accommodation
  • Coordinate with project manager for organisation of planning materials
  • Assist with establishing contracts for subcontractors
  • Assemble information and evaluate various purchase options when materials must be bought
  • Coordinate with project manager for calendaring and recording reception of deliverables (checking and filing images, reports)
  • Input information regarding project into the database and into reports
  • Assemble reports on progress and hours
  • Monitor the schedule of delivery of product/reports to client
  • Oversee project expenses; incoming and outgoing payments and final project reports
  • Assist in preparation of CEO updates

Required Skills, Education and Experience
  • Minimum of 3 years’ experience in a similar role
  • ACA/ACCA Qualified
  • High level of organizational skills 
  • Full grasp of Microsoft Office, with advanced knowledge of Word, Excel and PowerPoint.
  • Full grasp of QuickBooks
  • An understanding of CRM systems
  • Extremely articulate; both verbal and written
Qualities Desired
  • Proactive and positive attitude
  • Detailed planner
  • Organized in terms of workload and time management
  • Multi-tasker
  • Tactical thinker
  • Confident approach
  • Quick learner
  • Team player; willing to pitch in wherever necessary
  • Calm under pressure
  • Good interpersonal skills
  • Client service oriented
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