Office Services Assistant (Expense and Accounting)

This is a new role across EMEA and demonstrates an exciting development in the firms’ growth of the EMEA business. We expect the role and activities within it to evolve and expand over time as the new European team is created. The role holder will sit within their local Office Management team but will create close working relationships with their counterparts sitting across the EMEA region as well as the global Accounts Payable function and global Travel and Expense function.

In this role within the AlixPartners’ Corporate Services team, you will be responsible for performing a variety of activities within our cost management system (Concur). These will include but are not limited to two key areas – accounts payable and expense processing

Accounts Payable

The role holder will be responsible for administrative accounting tasks related to the day-to-day operations of the Office Management function across our European offices and in particular the processing of vendor invoices, ensuring that vendor invoices are accurately and efficiently processed, approved and paid in a timely manner.

Expense processing

The role holder will be responsible for expense processing tasks on behalf of our Senior Assistants, PMDs, Partners and Directors across our European offices.  This includes responsibility for accurately and efficiently processing and managing expenses, in line with our travel and expense policy, ensuring these are coded and accurately allocated and processed in a timely manner ensuring compliance with internal policies and local regional regulations. Due to the cross-regional nature of the role, the ideal candidate will be bi-lingual in order to support expense processing in locations across Europe as well as having some experience of expense management systems and procedures.  

Key Responsibilities:

Invoice Processing:  

• Receive, review, and verify vendor invoices for accuracy, completeness, and compliance with company policies. 
• Review invoice details in the Concur invoice and expense system; including relevant coding, account allocations, and appropriate tax information (SAP Concur and SAP4HANA), checking all incoming invoices for local tax requirements 

Invoice Approval:  

• Collaborate with internal departments to obtain necessary approvals for invoices, ensuring adherence to the company’s delegation of authority approval policy 

Vendor Management:  

• Creation of new vendor suppliers in the system 
• Respond to vendor inquiries and resolve discrepancies or issues related to invoices, payments, and account statements in a professional and timely manner. 
• Research vendor invoice and payment history to address inquiries accurately and promptly,  

Budget/controlling 

• At the discretion of the Office Manager (OM), support the local OM in the preparation and monitoring of the Office Management budget 
• Close cooperation with the US Finance colleagues in connection with the annual budget setting process and subsequent monthly forecast process 

Expense Processing

• Accurately process and review expense reports for multiple senior stakeholders, ensuring compliance with company policies and local regulations 

Policy Adherence & Compliance

• Ensure all expense submissions adhere to internal policies and guidelines and escalate any concerns to team leader 
• Stay updated on local and regional regulations related to expense processing and ensure compliance 

Governance

• Liaise with employees and team leader to resolve any discrepancies or issues related to expense reports
• Where required, maintain accurate records of all processed expenses and related documentation
• Generate and analyse expense reports to identify areas for improvement
• Master data maintenance within Concur expense and invoice systems
• Support any required system / communications implementation related to tax law changes (in conjunction with relevant global teams)
• Provide training and support to employees on expense reporting procedures and policies, becoming a true subject matter expert / superuser
• Work closely with the local Office Management team, regional Accounts Assistants and global accounts payable function to ensure smooth invoice processing operations. Support team members and create a supportive team environment while the new team is created 

This description is not designed to encompass a comprehensive listing of required activities, duties or responsibilities.

• Related experience in either accountable payable or related finance role or expense processing preferrable 
• Bi-lingual European language skills would be beneficial 
• Advanced knowledge of MS Office (Word, Excel, Outlook and PowerPoint) is preferred 
• Ability to learn and navigate new systems and processes quickly and the desire to pick up new skills is required 
• High level of accuracy and excellent attention to detail with the ability to deliver a high quality and accurate work product 
• Excellent organization and time management skills with the ability to prioritize tasks and adapt to changing circumstances 
• A ‘can-do’ attitude is essential. Proactive, self-motivated and dependable - able to work well individually and within a team 
• Excellent written and verbal communication skills in English. French and German language skills are a plus.
• Ability to maintain confidential information and handle sensitive information with discretion, escalating concerns via documented escalation points 
• Excellent interpersonal skills - ability to work collaboratively with team members across different offices and regions globally  
• Willingness to work outside of normal business hours, and in particular as unique projects/needs arise.
• Must become familiar with, and promote and abide by, our Core Values as defined by the AlixPartners’ Code of Conduct and foster an inclusive environment with people at all levels of an organization

In addition to a positive workplace, the firm offers a comprehensive compensation package including an excellent benefit programme. AlixPartners is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to, among other things, race, colour, religion, sex, sexual orientation, gender identity, national origin, age, status as a protected veteran, or disability.