Farmuasa Services is part of a real estate investment group focusing on the ownership, development and management of real estate assets in Eastern Europe. The Group deals in wide range of real estate asset classes through designated project companies and special purpose vehicles. The group has under management assets totaling aroundsqm and an aggressive expansion and growth plan for the next 18 to 24 months.
Farmuasa Services is the vertically integrated services provider for facility management activities across all commercial real estate owned by the Group. The company caters the commercial offices by offering comprehensive solutions that range from facility management, cleaning, catering, security and maintenance. In addition, it oversees all Business Development activities – new construction, rehabilitation, repurposing of spaces; and is the principal vector in the operations of new Acquisitions.
We are looking for an experienced, professional and performance-driven Accounts Payable/Accounts Receivable Specialist to join our Finance Department in supporting the growth and expansion of our team.
Key Job Activities
Monthly Rent and Maintenance invoice validation – checking all ins and outs and making sure that all invoicing variables are correct
Monthly invoicing of re-billables to customers – utilities rebilling such as electricity, natural gas, water
Making sure that the utilities procedure and target dates are followed accordingly
Performing primary review against set guidelines
Maintaining master data in Charisma and performing online checks as specified – eg. duplicates, wrong scanning, wrong address;
Processing of PO and Non-PO invoices in Charisma;
Ensure accuracy and duplicate audit of data entry and invoices received;
Proactive controls for avoidance of future errors;
Provide information to accounting team and operations team;
Analyze, investigate and reconcile invoices to ensure accurate balances on the accounts
Recognize consistent problem areas and report to higher level for action
Assist with the automation of manual processes
Update process documentation
Assist with the various yearly audits or specific audits
Build and maintain effective internal working relationships and support teamwork in meeting company goals
Bank statement reconciliation for the outgoing and incoming funds related to vendors. Charisma payment/return/refund postings at vendor level.
Follow-up and keep regular update to the management of pending/unbilled tickets, tickets without PO and different disputes
Follow-up on payments and keep regular update to the management for overdue invoices
Provide back-up for the other team members (when needed) and share the knowledge (training) with the new team members
Organize trips to locations (where possible) to meet the Operational team to highlight the challenges for each side and improve the billing process or to perform ad-hoc on site audits
Works in closely with Operations and the external accounting teams;
Travel & Expenses:
Audit on travel and expenses reports for the submitted requests and documentation, based on specific rules and guidelines;
User contact via e-mail/phone to clarify discrepancies;
Vendor Master Data:
Reviewing the requests for vendor setup/changes in details;
Complete vendor set-up in Charisma, configure new contracts, operate changes to contracts based on legal documentation
Save and store the supporting documentation to the specific folders in SharePoint
Checking the invoices due for payment and their approvals
Creating the specific reports for each entity, in order to generate the payment fie
Execute payments according to the company policies and procedures, and to the payment calendar: payments to suppliers, intra-group payment, other payments such as government taxes, commissions, etc
Process T&E payments - cash reimbursements to employees.
Issue resolution for wrong payment instructions due to bank accounts modifications: returns and new payments instructions.
Various analysis of payments executed in a period.
In charge of maintaining and updating the Standard Operating Procedures related to Payment activities.
Ensure adherence to controls and policies
Keep properly organized and archived the back-up documentation (documents, approvals) and bank statements for audit purposes.
University degree in Finance, Economics or related field
At least 5 years’ experience in account payables, account receivables or invoicing, contract specialist positions
Excellent organizational and communication skills
Ability to prioritize & meet deadlines
Strong analytical and problem-solving skills
Excellent time management and organization, and thorough attention to detail
An ability to adapt and effectively deal with continually changing circumstances and priorities
Ability to manage multiple projects simultaneously
Ability to work both independently and in a team
Excellent verbal and written communication skills
Analytical thinking, attention to detail, positive attitude
Computer skills – proficiency in MS Office (Word, XLS, PPT, Outlook)
Fluency in English and Romanian is required
Flexible working schedule
Central office location
Meal tickets or other benefits