As the Project Accountant, you will be responsible for routing meeting budgets and POs, meeting payment processing, reconciliation, TOV, and program close out.
This role will support the team in ensuring meeting reconciliations are done in a timely and compliant manner. This role will support a high growth and fast paced account that executes an extremely large volume of meetings per year.
Must have strong project management skills as this role works on a variety of programs simultaneously
Core Responsibility 1 : Budget Management :
Budget and PO Creation Process Create project in EPA3 or Sharepoint using provided documents (budget, SOW(s), and MRF) Attach budget, add internally required additional Info and add Key Members (n EPA3 only) Phase budget Check for appropriate ASL Route to internal and business reviewers Follow up on approvals, as necessary Forward approved budget to MM and save copy in meeting folder Create any PO requests using provided documents (SOWs, etc) Ensure funding is approved Check for appropriate ASL Route to internal and business reviewers Follow up on approvals, as necessary Forward approved PO to MM and save copy in meeting folder
Meeting Payment Processing Review vendor invoices and breakdown according to approved coding Ensure all concessions have been realized Complete Amex CCA for OM approval Provide vendor with payment Code payments in Amex CAR tool Follow up on outstanding payments Save all invoices, Amex CCAs and CAR tool export to shared drive
Meeting Reconciliation and Compliance Management Adhere to client TOV compliance and performance management SLAs Project Accountant will be provided with a weekly report of files coming due Assigned programs are to be reconciled in Cvent and matched against the meeting's BI / PSR Ensure all invoices have been received, paid, posted and reconciled Mark up any discrepancies on the BI / PSR If any invoices are outstanding past 75 days, a NTF must indicate why Complete the actuals portion of the F&B calculator Search Taulia for any PO vendor payments Reach out to the MM for any missing documentation (GCS, post trip, on-site expenses)
Meeting Close Out Send final reconciliation to MM to review / approve Identify need to amend the budget, if necessary Review with MM and amend in system, if necessary Save all final documents related to reconciliation to the audit file Approved Funding Approval (and all amendments) Project Approval Form or the ePA3 approval email NTF detailing why an amendment was done (if applicable) as obtained in the notes section of the routed budget Budget & Reconciliation Section Final Budget Final Project Summary Report or BI Report (marked up to detail all charges) All invoices associated with a program All AMEX statements (marked up to detail charges) Food & Beverage Calculator Any necessary Note to Files (NTF)Update meeting status to reconciled or detailed notes as to why not Transportation Post trip report Consultant Payments Section Final Payment Report (located in program folder on the I drive) All EERFs (Engagement Expense Reimbursement Forms) NTF outlining reason for incomplete reconciliation, if necessary
Core Responsibility 2 : Compliance Management
Adhere to client compliance and performance management SLAs including submitting fully reconciled audit files
Ensure internal and external reporting requirements are met
Assume and perform other duties and responsibilities not specifically outlined herein, but which are logically and properly inherent to the position.
Core Responsibility 3 : Client Contact :
Maintain the highest level of quality, professionalism and integrity when negotiating with suppliers and dealing with clients and teammates.
Provide client with all necessary backup and documentation in a timely manner
Minimum 3-5 years of current relative financial controls experience required within the meetings industry or related field
College diploma or degree in related field
Strong financial acumen including reviews, audits, and reconciliation
Computer proficiency in Apple products and Microsoft office suite
Ability to build and maintain strong business relationships with internal & external customers
Strong multi-tasker who works well under pressure
Strong presentation and communication skills (written and oral)
Ability to assist / support / educate colleagues with finance and process questions
Exceptional organizational skills and detail oriented
Pharma Experience Preferred
Meetings & Events