P2P Coordinator at Informa · Guadalupe…

Company Description

Informa is a leading business intelligence, academic publishing, knowledge and events business. We serve commercial, professional and academic communities by helping them connect and learn, and by creating and providing access to content and intelligence that helps people and businesses work smarter and make better decisions faster.

The Global Exhibitions Division connects groups seeking to develop commercial relationships and expand their business. It organizes around 170 transaction-oriented Exhibitions each year, including Arab Health, World of Concrete and Vitafoods Europe, that enable specialist communities to meet face to face and conduct business. Global Exhibitions is a global business, running events in all major regions, with a growing presence in the world’s largest Exhibitions market, the US.

Global Support is Informa’s fifth Division. It is the team behind the teams, comprising a central group of experts from different specialist functions that provide business services to the Group’s four Operating Division and to Informa Group. Global Support comprises functions including Group Finance, Tax & Treasury, Talent and Technology, Strategy and Business Planning. Legal, Communications, Intellectual Property and Shared Services. The three largest locations for Global Support are the UK, the US and Singapore.

Informa is a FTSE 100 company with offices in more than 20 countries and 6,500 colleagues around the world.

Job Description

Reporting into the Controller, this is a key operational role which is accountable for the efficient day to day running of P2P activities. The P2P Coordinator will provide exceptional technical skills, executing and supporting the accounts payable daily processes with accuracy, efficiency, and timely manner.

The P2P Coordinator is expected to assume the following key responsibilities plus any other reasonable duties as required:

Payments

• Ensure all payment runs are signed off by authorized signatories and that treasury have been advised of payment amounts prior to runs

• Resolve payment rejection queries

• Write off unpresented cheques

• General purchase ledger maintenance and reporting

• Provide exceptional customer service to internal and external customers at all times

• General administration duties

Invoice & Query

• Ensure the uploading & processing of invoices/payment request forms

• General purchase ledger maintenance and reporting

• Debit balance dispute resolution

• Ensure maintenance and matching for PO Orders

• Be aware of exceptions on PO orders

• Manage the business rules for PO and Non PO invoices

• Handling and resolution of invoice queries

• Provide exceptional customer service to internal and external customers at all times

• General administration duties

Travel & Expenses

• Review of process non-automated colleague’s expenses into Oracle

• Monitor and chase submission of corporate card expense claims where appropriate

• Ensuring that any regional legislative analysis is completed and timely

• Validation and review of coding of automated expenses

• Supervise ordering of colleagues Currency Advances and reconciliation of related expenses.

• Dealing with all employee/business expense queries when needed

• Provide exceptional customer service to internal customers at all times

•General administration duties

Controls / Compliance / Audit

• Perform internal controls to ensure the (RACM) Risk Assessment & Control Matrix is applied.

• Flag any control risks and instances of fraud (both actual and attempted) to the Regional Controller as early as possible.

• Work effectively with internal and external auditors.

• Regularly perform and review reconciliations, drive action plans, and ensure that controls are implemented accurately and on time each month.

• Prepare DTP, SOP, and any other relevant documentation for the P2P processes and flow.

• Ensure all company policies and procedures are adhered.

Communication

• Collaborate with all internal teams.

• Maintain open lines of communication with internal customers to address inquiries and concerns.

• Provide regular updates on P2P activities to management.

Process Improvement

• Identify opportunities for process improvement within the (P2P) procure-to-pay cycle.

• Collaborate with cross-functional teams to implement changes that enhance efficiency and effectiveness.

• Monitor KPIs and SLAs.

Qualifications

SKILLS & ABILITIES

Good communication skills with the ability to build good relationships with a wide range of stakeholders, internal departments and key contacts

• Proficient skills in Excel, Word and Outlook are essential

• English – Advanced (preferable)

• Remain approachable under pressure

• Knowledge and ability to use relevant internal systems

• Act with integrity, tact and diplomacy

• Work as part of a team

• Ability to complete a variety of related tasks

• Pro-actively solve problems

• Excellent Customer Service skills

• Good time management skills

• Ability to be flexible within role

• Excellent oral and written communication skills

KNOWLEDGE & QUALIFICATIONS

Good knowledge and understanding of P2P processes within specific area of expertise:

• Queries & Payments

• Travel & Expenses

• Best practice in P2P

• Corporate Credit Card management

• A thorough knowledge of Oracle system preferable