Commercial WIP Manager

Department: Commercial Finance

Location: London

Contract type: Fixed-Term (12 months)

Full Time/Part time: Full Time

Reporting into: Commercial WIP Manager Lead

The Role:

This role is responsible for the billing and WIP management on a portfolio of clients. They are the gatekeeper of the jobs. Reporting into the Commercial WIP Manager Lead.

You will be responsible for all job opening and closing and ensuring that best practice is applied to job management throughout the life cycle of the job.

You will be part of a dynamic team which is striving to ensure best commercial practice is at the heart of all agency business transactions.

You will have a close working relationship with both Commercial Managers (CM) the other Commercial WIP Managers and the agency client team.

Key Responsibilities:

Job Management

Ensuring adherence to the job opening process

Ensuring timely management and follow up on jobs with client teams

Explaining to client team how the job processes work on a client and why

Regular meeting with client teams to review open jobs

Working with CM to ensure best use of Workday for each clients specific needs

Billing to client on a timely basis ensuring invoices are in line with client processes and internal processes

Keeping a log of Credit Notes and obtaining relevant sign off

Advising CM if client teams are not following internal processes or not making themselves available for WIP reviews

Preparing reports on time value on jobs vs. fee invoiced for CM to review

Reviewing open POs and advising teams to close where appropriate

Ensuring jobs are closed down correctly when necessary

Ensuring Project Manager has signed off on each closed job and reviewed the profitability

Ensuring job setup follows the Commercial Control guidelines and the necessary documentation is attached to it

Allocation of WIP balances on Workday

Reviewing FX gains/losses on the jobs and taking appropriate action to clear any balances

Client Contracts

Carrying out credit checks on new clients

Setting up new clients in Workday

Ensuring Workday Masterdata is correct

Ensuring you understand the VAT rules on each client and that they are adhered to

Ensuring you understand the foreign currency policy on each client and it is being adhered to

NWC Management

Liaise with Finance Plus Debtors as appropriate to assist with resolution of any Debtors issues

Reviewing WIP and pro-actively ensuring any issues are resolved or escalated to avoid NWC provisions

Compliance

Ensure compliance with ICFR regulations in relevant areas

Assist in any ICFR or other audits including client audits

Raising a query if there is an area of compliance which you do not understand or appears to be a duplication

Ensuring all internal procedures and policies are adhered to

Ensure Purchase Order policy is adhered to i.e. no approved POs issued after supplier invoice date highlighting to CM where there is breach of the policy

Other responsibilities

Ensuring best practice in use of all systems and help in training on Workday new client team joiners if appropriate

Running ad-hoc reports on Workday for the brand teams

Ad hoc requests from CM

Requirements:

Media-experience preferred/experience in service-oriented business with commercial focus.

Proactive and self-motivated with a desire to identify and improve on processes.

Confident and enthusiastic communicator (written and verbal). Proven stakeholder management.

Familiarity with Billing WIP and Net Working Capital management.

Excellent organisation and attention to detail. Time management skills essential due to multiple deadlines and priorities.

Excel skills are essential (sumifs vlookups etc.)

How we help you Thrive:

25 days annual leave 1 Volunteer Day

Bupa Healthcare

Enhanced Maternity Adoption and Shared Parental Leave

We have a Flexible Working Model with core working hours: 10am 4pm

A 1.5:1 Matching Pension Structure

Wellbeing and Health: Up to 25.00 per month towards physical or online exercise class membership Unmind membership LifeWorks tool and annual eye tests and development budgets and Wellbeing incentives and activities throughout the year

Season Ticket Loan and Cycle to Work Scheme

Life Assurance