Job Description
Company Introduction
Our client is a boutique advisory firm.
Job Responsibilities and Duties
- Maintain and organise the IT folder, ensuring all documentation is current and easily accessible;
- Keep files systematically arranged for quick reference;
- Serve as the primary contact for the accountant and relevant government agencies as required;
- Manage invoicing processes efficiently;
- Coordinate VAT-related documentation and data requests related to Malta;
- Prepare monthly VAT returns for management review prior to submission to the accountant;
- Generate and send client invoices promptly using the Zoho invoicing system;
- Prepare timesheets for accurate client billing;
- Review consultants’ timesheets for payment processing and handle any necessary re-invoicing;
- Follow up on outstanding invoices by sending timely reminders;
- Monitor and record incoming payments in Excel to maintain accurate financial records;
- Address client inquiries related to invoices in a professional and timely manner;
- Initiate and process payments for approved invoices via online banking;
- Manage direct payments based on specified thresholds;
- Oversee travel expense reporting and ensure proper documentation;
- Draft client proposals using established templates;
- Prepare cash flow projections to support financial planning;
- Monitor and ensure that all Directors & Officers (D&O) and Professional Indemnity (PI) policies for clients remain up to date;
- Assist management by maintaining a comprehensive Excel checklist of key compliance tasks;
- Produce and update ad hoc reports for management using Excel, ensuring all data remains accurate and current.
Experience
- Possess an accounting background;
- Experience with accounting software is highly desirable;
- Strong proficiency in Microsoft Office applications, with advanced skills in Excel;
- Demonstrated experience in handling invoicing processes;
- Well-versed in preparing and managing financial reports.
Personal Skills
- Highly trustworthy with a strong sense of responsibility and integrity;
- Excellent communication skills in English, both written and verbal;
- Strong analytical mindset and problem-solving ability;
- Detail-oriented and precise in all financial tasks;
- Proactive and motivated to improve workflows through technology;
- Able to work independently while maintaining confidentiality.