Role Purpose
Provide accurate and timely finance administration support to the Facilities and Estates teams. The role manages facilities-related accounts payable and receivable activity, supports month-end processing, maintains key payment schedules, responds to operational queries and helps ensure compliance with internal policies and relevant accounting standards.
Key Responsibilities
Facilities Accounts Payable
- Manage the Facilities finance mailbox, handling day-to-day internal and external correspondence and resolving queries promptly.
- Process Facilities purchase order invoices, including validating supplier templates and completing bulk uploads across multiple offices, cost centres and project codes.
- Manage non-purchase-order invoices for utilities, rent, service charges and landlord insurance, ensuring accurate coding, approval and payment.
- Liaise with energy advisers, suppliers, landlords, property agents and internal teams to investigate and resolve billing or payment issues.
- Prepare quarterly rent and service charge schedules and work with Accounts Payable to meet contractual lease-payment deadlines.
- Coordinate annual insurance purchase orders and invoices, checking values against approved fees and monitoring payment dates.
Accounts Receivable and Recharges
- Raise recharge invoices for sub-tenants, including rent, service charges, electricity, insurance and other ad hoc items.
- Prepare quarterly occupancy, infrastructure and catering recharge invoices for Global and other KPMG entities.
- Monitor debt reports, follow up overdue balances and resolve invoice or payment queries with relevant stakeholders.
Financial Control, Reporting and Administration
- Complete supplier reconciliations, including investigation of historic accounts payable transactions and misallocated receipts.
- Coordinate annual TV licence renewals with Facilities workplace managers.
- Collate and obtain approval for annual business rates demands; prepare payment schedules and supporting documentation; review monthly payment listings; and update schedules for revised assessments.
- Prepare month-end journals for serviced-office, meeting-room, car-parking and other Facilities recharges.
- Provide ad hoc analysis and respond to invoice, payment and property-transaction queries, including business-critical payment requests.
- Maintain accurate records and perform all activities in line with internal policies, controls and applicable accounting standards.
Key Stakeholders
The role supports approximately 17 stakeholders, including cost-centre budget holders at Partner, Director and Senior Manager level; the Estates and Facilities teams; Central Finance Accounts Payable and Accounts Receivable teams; internal KPMG entities; and external suppliers, advisers, landlords and property agents.
Skills and Experience
- Significant practical experience in finance administration, accounts payable, accounts receivable or a comparable operational finance role.
- Strong attention to detail, with the ability to validate, code and reconcile high-volume financial transactions accurately.
- Effective organisational skills and the ability to manage recurring deadlines, competing priorities and business-critical requests.
- Confident communication and stakeholder-management skills across senior internal stakeholders and external suppliers.
- Sound analytical and problem-solving capability, including investigation of historic transactions and resolution of complex queries.
- Working knowledge of financial controls, purchase orders, invoice processing, journals and debt monitoring.
