Back Office Finance Coordinator

at  SGS

Company Description
SGS is the world’s leading inspection, verification, testing and certification company. We are recognised as the global benchmark for quality and integrity. With more than 94,000 employees, we operate a network of more than 2,600 offices and laboratories around the world.
Job Description

This position consolidates variouson-site financial supports into one. Theprimary responsibilities are on-site financial support for Account Receivable(AR) & Revenue cycle, Account Payable (AP) & Procurement cycle. Incumbents must be detail oriented to complywith SGS Global Finance Menu (GFM). In addition, the co-ordinator providesoffice administration support across all departments and management level forthe site. Incumbents must be capable of multi-tasking to meet the department needs of working with multiple managers and assignments simultaneously. This position operates under limited supervision. Often assigned tasks to lead to completion and work independently.

• Account Receivable & Revenue Cycle
• 100% billing accuracy by ensuring the completeness of essential information and back-up support are available and verified prior to invoicing. Essential information, such as but not limited to client PO#, client’s AP contact, bill-to address. Back-up support, such as but not limited to quotation, sample submission form, client PO, signed and dated Certificate of Analysis (CofA).
• Daily billing by collecting the releases of Analytical Reports from invoicing bin located in Central Lab Office and LIMS.
• Prevent revenue leakage by ensuring all pass-through and other added charges are billed in accordance with client PO accompanied by the Analytical Reports.
• Prevent revenue leakage by charging the latest annual price and quotation based on back-up accompanied with the billing package. Challenge the Client Services and Quotation Team if such information is unavailable prior to invoicing.
• All discrepancies must be escalated promptly and corrected prior to invoicing.
• Majority of invoices and credit memo should be generated through LIMS. Adequate training must be obtained by LIMS or subject matter expert in Mississauga site.
• Organize all invoice copies and all related back-up support in softcopy PDF format to reduce paper administration; create read-only security access to internal stakeholders.
• Timely submission of invoice to client within 24-48 hours of invoice date.
• Collaborate with Site Operation and Manager for on-time submission of Inter-Branch Debit note (IBD) on the 25th calendar day to the Business Controller.
• Detail investigation of each credit memo for root cause analysis and prevention from repeating in future. All credit memos over $5,000 must be approved by Site Manager prior to sending to Director Finance for final approval.
• Support monthly spot audit by providing back-up supporting documents to internal auditor.
• All customer statements must be sent at the beginning of the month as a minimum requirement to inform clients for their outstanding balances.
• Weekly collection follow-up with client to ensure prompt payment and recover payment from aged outstanding invoices. Collaborate with Mississauga site Collector and Head Office AR Team to resolve client’s inquiry and/or dispute, leading to prompt payment.
• Provide invoice detail to Head Office AR to resolve unapplied payment.
• Prepare commentary based on outcome of collection follow-up of each outstanding invoice; mandatory attendance to monthly Collection/AR Review.
• Provide adequate training to others when delegated.

Qualifications

• College Diploma
• Over 1 year of previous working experience in an administrative related role
• Ensures full compliance with the company’s Health & Safety, Code of Integrity, and Professional Conduct policies.
• Proactive work ethics, able to work in a fast-paced environment with strong attention to detail. Demonstrates excellent verbal and written communication skills including grammar and composition. Must be able to read, understand and follow work instructions in a safe, accurate and timely manner. Candidates must have advanced proficiency in using various type of computer software (Word, Excel, PowerPoint, Outlook etc.).
• A solid understanding of Oracle applications would also be an asset.
• Team player, well collaboration with others; and able to work independently with minimum supervision. Proven time management skills.
• Works well under pressure.

Additional Information
SGS Canada is an equal opportunity employer, and we are committed to achieving greater accessibility by providing accommodation for people with disabilities during our hiring process. Accommodations are available on request for qualified candidates during each stage of the recruitment process.
Please note that candidates applying for Canadian job openings should be authorized to work in Canada

• Account Receivable & Revenue Cycle
• 100% billing accuracy by ensuring the completeness of essential information and back-up support are available and verified prior to invoicing. Essential information, such as but not limited to client PO#, client’s AP contact, bill-to address. Back-up support, such as but not limited to quotation, sample submission form, client PO, signed and dated Certificate of Analysis (CofA).
• Daily billing by collecting the releases of Analytical Reports from invoicing bin located in Central Lab Office and LIMS.
• Prevent revenue leakage by ensuring all pass-through and other added charges are billed in accordance with client PO accompanied by the Analytical Reports.
• Prevent revenue leakage by charging the latest annual price and quotation based on back-up accompanied with the billing package. Challenge the Client Services and Quotation Team if such information is unavailable prior to invoicing.
• All discrepancies must be escalated promptly and corrected prior to invoicing.
• Majority of invoices and credit memo should be generated through LIMS. Adequate training must be obtained by LIMS or subject matter expert in Mississauga site.
• Organize all invoice copies and all related back-up support in softcopy PDF format to reduce paper administration; create read-only security access to internal stakeholders.
• Timely submission of invoice to client within 24-48 hours of invoice date.
• Collaborate with Site Operation and Manager for on-time submission of Inter-Branch Debit note (IBD) on the 25th calendar day to the Business Controller.
• Detail investigation of each credit memo for root cause analysis and prevention from repeating in future. All credit memos over $5,000 must be approved by Site Manager prior to sending to Director Finance for final approval.
• Support monthly spot audit by providing back-up supporting documents to internal auditor.
• All customer statements must be sent at the beginning of the month as a minimum requirement to inform clients for their outstanding balances.
• Weekly collection follow-up with client to ensure prompt payment and recover payment from aged outstanding invoices. Collaborate with Mississauga site Collector and Head Office AR Team to resolve client’s inquiry and/or dispute, leading to prompt payment.
• Provide invoice detail to Head Office AR to resolve unapplied payment.
• Prepare commentary based on outcome of collection follow-up of each outstanding invoice; mandatory attendance to monthly Collection/AR Review.
• Provide adequate training to others when delegated