Finance Administration Support

The Finance Administration Support role provides financial and administrative support to the Facilities Management team, ensuring accurate purchasing, invoicing, client billing and cost tracking, while supporting the effective day-to-day running of the office and associated site activities.

• →Raise, manage and track Purchase Orders (POs) and ensure timely processing of supplier invoices in line with company financial procedures.
• →Support budget administration by maintaining expenditure records, monitoring commitments and preparing monthly financial reports.
• →Prepare and process client billing documentation for facilities, maintenance and project-related services, ensuring costs are accurately captured and allocated to the correct client accounts.
• →Review work orders, service requests, labour hours and material costs to support accurate client invoicing.
• →Liaise with the Operations and Finance teams to resolve billing queries and invoice discrepancies.
• →Support month-end close by reconciling facilities costs, accrued expenses and outstanding purchase orders.
• →Review UMLV (Unbilled Materials, Labour and Vendor) reports regularly to identify aged unbilled costs, investigate discrepancies and drive timely invoicing and revenue recovery.
• →Maintain accurate records of client-specific spend, chargebacks, cost recoveries and recharge activities.

• Provide broad administrative support to the Facilities Management team, including document control, filing, data entry and record keeping.
• Coordinate meetings, prepare agendas and take minutes as required.
• Support the preparation of reports, presentations and correspondence.
• Act as cover for other administrative and helpdesk functions during absences or peak periods.
• Undertake any other reasonable duties as required by the line manager in line with business needs.

• Previous experience in a finance support, administrative or customer service role.
• Knowledge of PO creation, invoice processing, goods receipting and accounts payable procedures.
• Experience supporting client billing, including review and validation of labour, materials, contractor and service costs for recharge or invoicing.
• Experience preparing, analysing and managing UMLV reports and resolving aged unbilled costs.
• Familiarity with budget tracking, cost centre allocation, expenditure reporting and financial reconciliation.
• Proficiency in Microsoft Excel, including pivot tables.
• Experience maintaining contractor records, service contracts and vendor databases.
• Understanding of procurement processes, contract management and financial controls.

If this job description resonates with you, we encourage you to apply, even if you don’t meet all the requirements.  We’re interested in getting to know you and what you bring to the table!

At JLL, we harness the power of artificial intelligence (AI) to efficiently accelerate meaningful connections between candidates and opportunities. Using AI capabilities, we analyze your application for relevant skills, experiences, and qualifications to generate valuable insights about how your unique profile aligns with the specific requirements of the role you're pursuing.

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