Property Services Controls Analyst

09 Nov 2016
06 Dec 2016
Contract Type
Full Time
To provide a key management and financial controlling role to the Global Property Services department based in London. Our client's growing portfolio of Global offices requires continual development with regard to the integration of Facilities Management (FM) and real estate processes and standards. To this end, it is important to ensure that key operational and financial data is captured and maintained in a proactive manner across the entire Property Services portfolio for leased and freehold properties including budgetary control and governance, costs planning and performance.
The role will interface with key stakeholders, contractors and suppliers, local COO's and finance communities plus the local FM in-country representative to provide financial control and ensure the adoption and adherence to Global reporting, Standards and processes. The role will be responsible for the monitoring, controlling, challenging and reporting on the department's Global Facilities budget.

The role will report directly to the Head of Global Property Services (GPS) and will interact across the full Property Services team, including FM representatives for the overseas offices and the UK outsourced providers. Other key interfaces will be with the FM Service Delivery Manager, Group Operations, Vendor Management, Tax, Finance, IT, Legal and Procurement function globally. The role will include liaison with external consultants, contractors and advisors day to day and to control financial project costs and will require that the role holder build's solid relationships with those teams.
Key components of the role will be the preparation, control and budget management of the Global Facilities budgets including the management and maintenance of a facilities database including property portfolio data, templates, cost trackers, budget packs and, project plans. Ensure the timely production of key data, information and submission of reports.

Key Result Areas
Manage annual allocation and budget co-ordination: Manage expense allocation and budget numbers in line with the process set down by Group Finance. Provide variance analysis and challenge any expenditure where necessary. Control and demonstrate detailed financial knowledge of all global offices. Own the process for timely production of all Property Service related financial matters/reporting and interface in conjunction with the Financial Expense's team. Ensure correct entry on Finance systems (i.e. CODA, Cognos) to time and quality
Provide Project and Cost Control: track all costs against all capital projects and major revenue spend. Control and reconciliation against agreed contract sums, Monthly forecasting of cash flows for Finance, Reconciliation against Finance actuals, variance analysis and challenge expenditure timelines. Produce and submit timely reports to PMO. Attendance and input to Project meetings
Invoice and purchase order processing. Contract Management: Ensure all invoices are accurate and submitted for timely payment processing. Payment cover sheets to be prepared for each invoice and the workflow for payment approval for each invoice to be tracked in order to ensure the company's payment obligations are met. Update budget trackers. Liaise with Purchase Ledger re payments, resolve queries both internally and with suppliers. Manage existing contracts with suppliers and liaise re continuation / termination of contracts
Accruals and Commentary processing: Processing of accruals and commentary across all cost centres to ensure accurate and timely submission in line with Group Finance timetable. The role will recommend efficiencies, costs and the operational savings for Property Services
Compliance: Create and maintain up to date records and reporting for tracking all compliance related matters for Risk, H&S and BCP
Management and overview of operational processes and procedures; Ensure the deployment of best practice financial processes for the UK and overseas offices within the company. Assist in streamlining and the integration of overseas offices with the company's corporate procedures. Provide information and support all ad hoc projects relating to Property Services and that the Head of Property Services has access to all information and reporting processes at all times

The Operating Environment and Context of the Job
The Global Property Services team is responsible for all Group properties incorporating real estate and facilities management operations worldwide. Based in London the role holder will also interface with the company's 3rd party Facilities Management Providers, various internal stakeholders and external parties to ensure that new processes are created and legacy operations are maintained/improved upon with effective financial reporting across both.
A key component of the role will be to control and track key operational and financial data in a proactive manner across the entire Property Services portfolio for all leased and freehold properties. This will include all budgetary control and governance, costs planning and performance in order to carry out KPI validation and reporting, budget preparation and invoice and purchase order processing across all areas of Facilities. In addition, control costs for one off projects such as fit outs, office relocations with budgeting, forecasting and cost control of all expenditure.

Ideal Key Competencies
• Attention to detail
• Working to deadlines / Time management
• Confident / Focussed
• Organised / Methodical
• Excellent communication skills
• Team working
• Self-starter and motivated
Job Specific
• Numeracy and skilled in Excel
• Budget and cost control proficient
• Confidentiality/Integrity/ Discretion
• Good written and oral communication
• Management and relationship building
• Financial control and budgeting skills