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Finance and Administration Manager, Australia
Location
Reporting Relationship:Report to APAC Sub-Regional Controller. Business Partner to Partner in Charge of Australia (with three offices in Sydney, Melbourne and Perth)
The Company
Founded in 1953, Heidrick & Struggles International is recognized as one of the world’s premier providers of senior-level executive search including board building and interim management, and of leadership consulting services. The company helps its clients address leadership challenges in times of growth, turnaround, acquisition, integration, expansion into new markets, and when responding to economic flux.
For 72 years, Heidrick and Struggles has specialized in chief executive, board member and senior-level management search assignments for a wide variety of clients, including multinational corporations, mid-cap and startup companies, nonprofit entities, educational institutions, foundations, associations and governmental units.
Today we serve our clients in a broader leadership advisory role, offering complementary services including leadership consulting, culture shaping coaching and professional development to senior management teams.
Additional information on the Company can be found at
Overview
The Finance & Administration Manager is a full-time position responsible for ensuring preparation, review and reporting for the Australian offices’ financial and operational functions. The Australian offices have approximately 65 employees.
Core Responsibilities
This position will be responsible for supporting the Partner-in-Charge (Pic) with the smooth and efficient running of three offices in Australia (Sydney, Melbourne and Perth). Key responsibilities include financial reporting, business partnership with the Australian office Partner-in-Charge (PiC) and supporting the day-to-day administrative needs. The position also liaises with Global Business Services (GBS), Procurement, IT, Legal, Marketing, Payroll and Human Resources departments and with third party service providers. The position requires excellent interpersonal skills, a strong ability to prioritize multiple tasks, and keen analytic, organizational and problem solving skills that support and enable sound decision making.
Financial Management and Business Operations
Accounting: Process, record and reconcile financial transactions, including A/R, A/P, Treasury and payroll; ensuring accurate and timely processing and maintenance of complete and accurate financial records.
* Preparation and review of monthly account reconciliations
* Accounts payable processing for all Australian offices.
* Act as a local Coordinator and contact for key financial processes with GBS team for billings/invoicing and A/R which includes credit control functions.
* Assist APAC Treasury with transactions relating to bank accounts, bank guarantees, credit facilities, insurances and other treasury-related functions.
Internal Financial Reporting : Prepare, analyze and present financial reports in an accurate and timely manner for internal users. Variance analysis of standard monthly reports, review with PiC including the preparation of ad-hoc reports as required.
External Financial Reporting (including statutory audit): Coordinate annual statutory, internal audit and tax reporting. Responsible for the preparation of local statutory Financial Statements prepared according to the Australian GAAP, gather documents/information and is responsible for liaising with auditors.
FAM is also responsible for the timely and accurate filing of external statutory reports, Business Activity Statement (GST returns) and other various tax returns, i.e. Income tax, Fringe Benefits tax and Withholding tax.
Budgeting: Support the APAC Financial Controller and Finance Director in the annual budgeting process; monitor progress and changes.
Communication: Serve as the finance team’s liaison to the Australian office management, as needed. Inform Australian Partner-in-Charge of local office issues; monthly submission of Financial Statement/information for each office and presentation of financial reports during office meetings, when needed.
Financial Procedures: Is expected to constantly update and implement financial and accounting policies and procedures as provided by corporate team.
Human Resources Support
New Employees: Support the APAC HR team in the review of hiring documents and introduction of new employees to company’s policies and procedures. The position also actively participate in on-boarding of staff as directed by HR team.
Benefits Management : Working closely with APAC HR and Payroll team, administer and monitor & renew employee benefit programs including health insurance, vacation & sick leave.
Service Management: Work with APAC IT staff to ensure equipment and technology needs are addressed and systems are properly implemented and maintained.
Facilities Management
Lease, office and fixed asset management:
* Supporting Global Director of Leases and GBS with lease renewals and grant of authority requests for new leases and other asset acquisition and management.
* Working with the office manager, the position oversees service delivery levels by outside vendors including but not limited to; coordinates and facilitates office moves and expansions with IT and other Corporate departments
Other non-finance functions:
* Fire warden/ Manage emergency evacuation plan, exercise, attend emergency training sessions
* Process Amex card applications. Assist employees with BTA/AMEX/Concur training and assist with technical difficulties.
* Assist employees with Billings, AP, AR questions and with client invoice lodgement systems.
* Management of the phone (landline and mobile) and internet accounts.
* Manage Qantas contract performance with assistance of Frosch (travel agent) and other vendor lease contracts.
* Complete Australian Bureau of Statistics surveys.
* IT backup when local IT technician is unavailable.
* Oversee service delivery levels by outside vendors and be point contact for employees for office environmental needs
* Coordinate and facilitate office moves and expansions with IT and other corporate departments.
* Make sure that subscriptions & club/association membership and renewals are current and with approval.
* Assist with the completion of additional office related admin tasks as required.
The above statements are intended to describe the general nature and level of work performed by a person in this position. They are not to be construed as an exhaustive list of all duties that may be performed in such a position.
Experience
The Person
* Accounting degree/qualification is essential and preferable CPA qualified, or working towards his/her CPA qualifications (or equivalent finance qualification)
* Minimum 5+ years’ experience in a financial/management accounting role with strong accounting skills. Experience would include preparation of month end accounts, transactional processing, and preparation of audit and tax filings.
* Sound understanding of Australian GST, FBT, WTX and income tax filings is essential.
* Australian GAAP experience an advantage.
* US GAAP experience beneficial.
* Strong Microsoft Excel skills are essential.
* Experience of computerized accounting systems is essential.
* Peoplesoft experience would be beneficial, but is not essential.
* Highly developed communication and presentation skills.
* Must be prepared to be hands on with respect to various office management and administrative aspects of the role.
Personal / Professional Behavior
* Discreet and able to maintain strict confidentiality at all times.
* Strong business ethics – leads by example as outlined in the Company Code of Conduct. To include but not limited to, honesty, integrity, discretion and professional standards.
* Maintains composure in a fast-paced, rapidly changing environment.
* Able to multi-task efficiently
* Demonstrates initiative, resourcefulness, and dependability.
* Able to work well with colleagues in multiple locations.
* Strong work ethic balanced with a sense of humor and an ability to maintain perspective.
* Even-tempered, tactful, and considerate.
Imitative and Organisation
* Presents and maintains a professional demeanor.
* Demonstrates ability to take independent action and proceed beyond directive.
* Flexible. Responds well to last minute changes and requests.
* Strong sense of urgency.
* Ability to anticipate problems/situations and act appropriately.
Seniority level
* Seniority level
Associate
Employment type
* Employment type
Full-time
Job function
* Job function
Administrative, Accounting/Auditing, and Finance
* Industries
Business Consulting and Services and Staffing and Recruiting
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