Finance Assistant

About TEAM LEWIS

We are a global marketing agency that has gone from start-up to multi-national in little over two decades. Our success is due to a combination of factors. Talented people delivering award-winning campaigns. Expanding client relationships into new markets or services. Making strategic acquisitions. TEAM LEWIS has won prestigious awards, including Cannes Lions, PRovoke Media, ICCO, European Excellence, PRCA Digital, Digital Impact, Global Digital Excellence.

At the heart of the business is TEAM LEWIS Foundation. In January 2021, there was a need to respond to the challenges the COVID pandemic brought to communities and charitable organisations. TEAM LEWIS saw that support was crucial and change was needed to make that happen. Our local causes scheme was launched. Every member of TEAM LEWIS can nominate a local cause close to their heart to receive a cash donation. In addition, nominated causes can also benefit from a donation in kind of expertise, time, and resources. In the past year TEAM LEWIS has donated almost $2million to 445 causes around the world.

You can read more about TEAM LEWIS Foundation at https://www.teamlewis.com/impact/ .

Purpose of the role

To provide effective and efficient finance support to LEWIS Germany, delivering a high level of accounting and finance service consistent with company and legal requirements. This role will report to the Financial Controller based in London, and liaise with international stakeholders.

Key responsibilities and tasks

Treasury and cash management

- Help to post daily cash and prepare the monthly bank reconciliations ensuring all reconciling items are dealt with in an accurate and timely manner

Credit card

- Ensure the credit card expenditure for the local cardholders is accurately recorded in NetSuite and reconciles with the payments.
- Build relationships with the senior cardholders to work with them, ensuring that receipts are obtained and information is gathered as required.
- Maintain a good tracker to record when there are missing receipts.

Accounts Receivable

- Review, post AR invoice onto NetSuite and update billing schedules
- Send AR invoices for Germany
- Ensure customer ledgers are fully reconciled on NetSuite
- Chase overdue debts timeously and prepare weekly debt reports to the Finance team and Office Heads
- Be a first point of contact for all local sales invoice queries

Accounts Payable

- Obtain approval for all AP invoices before posting them into NetSuite in a timely and accurate manner

- Ensure the LEWIS teams obtain PO approval before committing LEWIS to expenditure

- Prepare weekly supplier payment runs for approval by the Finance Manager before setting up payment
- Maintain all Supplier Accounts in NetSuite, ensuring all outgoing payments are matched with valid invoices and all Accounts are fully reconciled and their account balances are accurate
- Review all employees’ expense claims and ensures valid receipts and invoices are included for all expenses claimed by employees
- Manage the Finance mailbox – responding to queries and maintaining relationships with key suppliers. Be the key gatekeeper in ensuring that invoices are compliant and the suppliers have all the information they need from Team Lewis.

Other finance responsibilities

- Assist in the year end audit process for LEWIS Germany
- Responsible for preparation of month end adjustments
- Prepare VAT reports quarterly
- Update and maintain global finance process notes
- Take an active interest and role in process improvements and testing as we embed AI in our finance processes.
- Train and educate non-finance colleagues to ensure finance processes are correctly fulfilled

General

- To be a cultural ambassador for the region: promoting initiatives, using social media channels to showcase our Finance activity and upcoming projects etc.
- Contribute and support the continuous improvement of finance systems, practices and policies

About you

- 1 year of experience

- Has studied finance and accounting, or is prepared to be working towards a professional qualification, or has experience working in an accounts role.
- Ideal if any experience gained in a global environment in a fast paced industry.
- Collaborative self-starter with initiative, who is goal-driven
- Creative thinking “outside the box” to provide solutions and solve problems
- Excellent presentation, written and verbal communication skills in English
- Strong attention to detail
- IT literate with a good working knowledge of Microsoft Excel.
- Well organised; ability to prioritise; attention to detail; a pragmatic approach
- Energetic, confident, charismatic - a credible team player.

This job description is not intended to be an exhaustive list of the responsibilities for this role. Other responsibilities may be added from time to time.

TEAM LEWIS is an Equal Opportunity Employer. We are committed to creating and fostering an environment focused on equality, empowerment and respect. We strive to create an inclusive workplace that supports and celebrates our diversity. We continue to invest in our efforts to ensure that LEWIS is a place where everyone can thrive.