Heidrick & Struggles (Nasdaq: HSII) is the world’s foremost advisor on executive leadership, driving superior client performance through premier human capital leadership advisory services. For more than 70 years, we’ve delivered value for our clients by leveraging unrivaled expertise to help organizations discover and enable outstanding leaders and teams. Learn more at www.heidrick.com
Job Description:
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.
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.
Information Technology Support
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.
Heidrick & Struggles is an equal opportunity employer committed to hiring qualified protected veterans and individuals with disabilities. All qualified applicants will be considered for employment without regard to race, color, religion, creed, age, sex, national origin, gender identity or expression, sexual orientation, disability, marital status, veteran or military status, or citizenship status.
Heidrick & Struggles is committed to providing reasonable accommodations and/or adjustments during our recruitment process. If you are selected for an interview and require an accommodation and/or adjustment, please inform your Talent Acquisition professional.
