Associate - Time & Expense/ Accounts Payable

Company Overview

Bain & Company is the management consulting firm that the world’s business leaders come to when they want results. Bain advises clients on strategy, operations, information technology, organization, private equity, digital transformation and strategy, and mergers and acquisition, developing practical insights that clients act on and transferring skills that make change stick.  The firm aligns its incentives with clients by linking its fees to their results. Bain clients have outperformed the stock market 4 to 1. Founded in 1973, Bain has 57 offices in 36 countries, and its deep expertise and client roster cross every industry and economic sector.

Role Purpose

Responsible for assisting the Expenses Lead in maintaining and processing the Expenses function for the APAC offices in accordance with Company’s Expense policies and service level agreements with the business.

Key Tasks and Responsibilities

Expenses:

• Ensure all receipts are being scanned into the Expenses admin system
• Ensure that receipt amounts tie in with the submission
• 1st level audit of expense forms and ensure compliance with Company’s Expense policies and guidelines
• Processing of claims and preparing the payments for employee reimbursements
• Weekly / monthly reporting
• Driving or supporting in process improvement related initiatives/projects
• Effective and efficient email correspondences with employees for expense clarifications whilst ensuring timely reimbursement
• Supporting on Internal/ external audits
• Holding meetings/calls with the stakeholders on regular basis
• Training of new team members
• Supporting on the cash forecasting process
• Meeting the set SLAs and TATs

Accounts Payable:

• Ensure all invoices are being scanned and entered into the Coda/SAP system
• Prepare and collate EFT payment run for the AP Lead to review
• Ensure Bain policy and local regulatory compliance
• Accurate and timely processing of invoices (Advances, vendor payments)
• Scrutinizing the invoice and ensuring that is adheres to all Contracts, internal policies & procedures
• Passing monthly accounting entries – Journal Vouchers and meets the deadlines
• Checking bill for legitimacy, GST / Tax compliances, TDS, PO, SOP compliance etc.
• Creditors/payables monthly reconciliation
• Support in External / Internal Audits
• Managing accounting functions including maintenance of general ledger, accounts payables, ensures accuracy and timeliness
• Managing month end activities of financial records and posting of month end information; ensures accuracy of financial statements.
• Support on Tax reconciliation, Bank reconciliation etc.
• Liaising with internal and external stakeholders over email and calls.

Other:

• Assist and provide ad hoc reporting as and when required
• Preparing and maintaining Standard Operating Procedure (SOP) documents

Personal Specification:

• Excellent Communication skills
• Customer service mentality
• Flexible attitude and team approach “Can do!” mentality
• Proficient organisation, prioritisation and time management skills
• Detail focused
• Able to work on own initiative remotely– and be proactive and also work as part of a team
• Ability to think analytically and “outside the square”
• Enthusiastic, dedicated, hardworking and committed to meeting deadlines
• Pleasant and calm even when under pressure
• Thorough approach to completing tasks

Qualifications and Experience:

Essential

• Graduates or MBA (Finance)/ M.COM
• Proficiency in English, both written and verbal
• Proficiency in excel
• 0 - 4 years previous Expenses reimbursement experience & Accounts Payable

Desired but not essential

• Experience with CODA / SAP
• Process transition experience
• Experience in a Business consulting firm or a Captive unit