Senior Finance Executive

Role Purpose
The Senior Finance Executive acts as the primary point of contact for day-to-day finance operations across multiple entities. The role is responsible for maintaining accurate financial data, supporting payment processing, coordinating timesheet and invoicing activities, and providing responsive contractor and client support. The role also contributes to operational efficiency and management reporting through timely communication, reconciliations, analysis, and accurate record keeping.
Key Responsibilities
A. Finance Operations and Administration
Act as the Finance point of contact for email queries and inter-departmental communication.
Manage and respond to finance-related emails promptly, accurately, and professionally.
Coordinate with internal departments to support timely processing of financial transactions and resolution of finance queries.
B. Timesheet and Invoice Management
Oversee timesheet chasing, approvals, and corrections across all entities.
Reconcile Bullhorn and Evertime records weekly, ensuring all new starters and leavers are captured accurately.
Follow up with managers on pending timesheet approvals and resolve discrepancies quickly.
Prepare and issue client invoices as required, ensuring completeness and accuracy.
C. Payroll and Payment Support
Manage and monitor Vertex Poland payment reports and load payments into Bank Pekao for processing.
Distribute salary slips across relevant entities following payroll completion.
Support reconciliation of payment data with control accounts and ensure supporting documentation is filed appropriately.
D. Credit Control and Collections
Carry out credit control activities, following up on outstanding payments and maintaining professional communication with clients regarding payment terms.
Prepare regular status updates on overdue invoices and escalate issues when required.
E. Reporting and Financial Support
Prepare and circulate the weekly finance report, summarising key operational activities, risks, and updates.
Support the preparation of budget packs, management reports, and profit and loss statements as directed by the Finance Director.
Assist with month-end closing activities, ensuring data is complete and ready for reporting.
F. Contractor and Client Support
Manage contractor care queries promptly and maintain professional correspondence.
Assist with financial administration relating to contractor and staff onboarding and offboarding.
Escalate unresolved matters to the Finance Director or relevant department head.
Reporting and Accountability
Activity: Frequency: Deadline / Expectation
Timesheet and invoice reconciliation - Weekly - Every Friday
Bullhorn and Evertime reconciliation - Weekly - Every Friday
Credit control and collections update - Weekly - Every Wednesday
Weekly finance operations report - Weekly - Every Friday by 3:00 p.m.
Payroll file preparation (Bank Pekao and others) - Monthly - As per payroll calendar
Contractor care and finance query management - Ongoing - Daily responsiveness required
Authorisation and Scope
The Senior Finance Executive may communicate directly with clients and contractors regarding invoicing, payments, and credit control within agreed parameters.
Any changes to finance processes, financial systems, or payment approvals require prior authorisation from the Finance Director.
The role supports finance operations across multiple entities and must maintain strict confidentiality of payroll, contractor, client, and financial data.
Performance Measures
Timeliness and accuracy of reconciliations, invoices, payments, and reports.
Responsiveness to internal and external finance queries.
Quality and professionalism of communication and client/contractor service.
Compliance with Weekly Finance Planner updates and reporting cycles.
Contribution to process improvement and operational efficiency initiatives.

Work arrangement
No