What this job involves
General Responsibilities
Provide project coordination support to Project Managers across regional projects – current portfolio covers 10 countries across APAC.
New project setup in Client technology systems, including budget breakdowns, establishing costs centres, legal entities, FX rates and approvers.
Process invoices related to projects, follow up with various parties for invoices status and ensure all payment are paid within the agreed timeframe.
Assist project managers in resolving any invoices related to Clients' internal systems
Be responsible for on-account onboarding for new personnel, coordinating with the Clients’ systems and for timely submission of information.
Input and maintain data like project budget, commitments, invoices & project close out information etc. into Client’s internal systems
Maintain and Update registers and payment tracking documents or financial reports
Assist project managers to follow up all necessary information for vendor enablement and work with procurement /account payable team for setting up /activating vendor in Client internal systems
Assist project managers in Ariba purchase order creation
Work with project managers on ensuring all documentation are saved in the right locations
Assist project team on project related reports with focus on project finance and performance aspects
Assist in maintain and update project registers and schedules as necessary
Any additional scope assigned by Client’s project teams as necessary
Procurement Processing
Assist with external vendor enablement ensuring vendors are set up in Client systems
Create purchase orders / requisitions in Client procurement systems
Monitor the approval process until Purchase Order(s) are fully approved.
Vendor Quotation, Purchase Requisition and Purchase Order file in appropriate project folders and systems
Financial Management
Identify country specific invoicing requirements and apply to invoice processing as required.
Receive soft copies by email for all invoices and send hard copies by internal mail for all China invoices (with Fapiao)
Check provided invoice information for accuracy prior to submission
Submit invoice to Client finance team for their upload and route for approval into Client systems. Track submission invoice date in line with date of invoice receipt.
Follow up with invoices processing team to ensure all invoices have been uploaded & routed for approval in a timely manner
Track invoices status in Client systems until the payment is settled
Maintain and update invoice register for record purposes
For issues arising during invoice processing, follow up and coordinate with related parties
Project Close Out and Other Ad-Hoc Activities
Update all required information such as project close out / project schedules in technology systems for closing the project
Contribute to project close out, in accordance with established governance processes and agreed timescales.
Assist with Capital Planning process, when needed
Update Capital Plan data, when needed
Make sure all invoice submitted before year end cutoff date – one-off annual activity
Assist others in Year End accrual co-ordination activities
Job Requirements
Higher Diploma / Degree-level education
A minimum of 4-5 years relevant working experience in the corporate real estate
Strong customer service and interpersonal skills
Good time management and organisational skills
Good command of both spoken and written English, Cantonese and Mandarin
Intermediate computer skills in Microsoft Office; Word, PowerPoint and Excel
Independent, self-motivated, flexible, responsible and willing to work time-sensitive tasks from time to time.
Location
On-site –Hong Kong, SAR, China
Job Tags
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