Business Services Centers (BSC), located across three regions (Americas, Europe, and Asia), are responsible for the timely and efficient delivery of standardized, global financial processes.
The BSCs will be responsible for the execution and delivery of a broad range of financial services and processes across business divisions and markets.
The Global Meeting Reconciliation & Payment Sr. Specialist is responsible for supporting the global congress financial process from payment via corporate card or purchase order to meeting reconciliation as well as the meetings closeout process.
Expense reconciliation includes responsibility for expense reports and Payment Portal Requests (PPR). Meeting reconciliation includes verification of charges, completion of finance templates and submission to Finance.
The Global Meeting Reconciliation & Payment Sr. Specialist performs controls that are in line with all policies and guidelines related to the preparation of these documents.
Primary responsibilities for this role include, but are not limited to, the following :
Support the congress financial process in all aspects from payment to reconciliation
Work closely with Travel, Meetings & Card (TM&C) Congress Regional leads and Process Excellence in support of the congress financial process
Work closely with the Meeting Planning Agency (MPA) to facilitate payments for congresses and meetings
Ensure reconciliation files are received and processed in timely manner
Support the creation of purchase orders, vendor adds, and associated invoices payments as needed to support the program
Support the creation of expense reports on behalf of the TM&C Regional leads and submit backup documentation per internal guidelines
Audit of Corporate Card statement to ensure all charges on the statement are accurate
Reconcile (for expense reports) Corporate Card statements with charges appearing in the Employee Expense Management System
Reconcile invoices / statements prior to expense report / PPR preparation and submission
Validate required receipts for expense report are available / attached
Request any missing receipts / invoices from MPA
Ensure submission of expense reports / PPRs are done timely to avoid late payments
Support the congress reconciliation process by checking files received from Meeting Planning Agency, populating KB15N template and journal entry template and submitting to Finance
Ensure that all payments, reconciliation files and journals are tracked and processed according to Company's financial processes
Support year-end activities related to congresses by ensuring that accruals (and accrual reversals) are processed according to Company'sfinancial timelines.
Utilize Company'sSAP system for expense report creation and shopping cart / purchase order creation and payment portal requests.
Maintain Cost Center List for congress program and request new cost centers from Finance as needed
Understand Congress-related SOPs and relevant policies
Working knowledge in departmental technology tools (CVENT, Sharepoint / EngageZone)
Work with Company'sCard Strategy and Procure-to-Pay organizations as needed for payment issue resolution
Work with Regional Finance related to reconciliation file and journal submissions
Handle inquiries as needed
Demonstrate professionalism, meticulousness and attention to detail in dealing with colleagues, internal clients and suppliers
Assist management to facilitate continuous process improvement and ensure tight cost control, leading and supporting Lean initiatives and maintaining integrity of systems
Any other duties that are within the scope, spirit or purpose of the role or as reasonably requested
Bachelor’s Degree in Business Administration, Science, Economy, Accounting, Finance, or any other related disciplines.
Skills Required :
Minimum of 5 years of work experience in basic accounting or accounts payable or finance or business administration
Intermediate MS Excel skills
Language requirements : Able to speak, read & write in
Effective communication (internal & externally) skills both written and spoken in English.
Basic understanding and practical knowledge of processes in Finance
Ability to work both independently and collaboratively within a geographically disbursed environment
Positive attitude and can-do mindset, problem solving skills and analytical skills
Process improvement orientation
Experience with SAP (Employee Expense Management, Shopping / Purchase Order, and Payment Portal Requests), CVENT (desired)
Experience with internal controls and process standardization preferred
Ability to navigate through change or uncertainty
Results oriented, sense of urgency, knows how to prioritize, ability to communicate and to create rapport with stakeholders, effective communication.
Should have a broad knowledge and understanding of most meeting types, be familiar with congresses / conventions, travel, and payments and be up to date on internal procedures, guidelines and policies within the company