Finance and Administration Manager

Reporting to the Global Head of Financial Control and with 1 direct report (Financial Control Accountant ), your team will support the Brussels Office Managing Partner in ensuring that all relevant Finance, Tax and Administrative activities of the Brussels office are carried out and managed in compliance with the Firm’s policies and relevant legislation.

Role summary/purpose of job

As Finance and Administration Manager you will be responsible for line management of the local Financial Control Accountant. You will also be expected to maintain excellent working relationship with the Global Shared Services team who manage a number of key finance operations process for the Brussels office including accounts payable, cash application, record to report and billing.

You will be required to present and report to Brussels Office Managing Partner, the wider Partner group and other senior stakeholders, notably the CE COO and build and maintain excellent working relationships with other Global Finance colleagues across all regions. You will build close relationships with the respective Heads of other Business Services functions (HR, Office services and secretaries, Business Development, IT). Overseeing relationships with local banks, tax authorities and advisors will also be crucial.

Ensuring compliance with all relevant local laws and regulatory requirements and leading the function in a way that fosters a culture of excellence, continuous improvement and collaboration are key aspects of this role.

Key responsibilities and deliverables

Month end close and reporting

• Monitoring the month end process in for the Brussels office to ensure a timely and accurate close
• Reporting and analysis for Office Managing Partner and Partners more generally. Responding to queries.
• Timely review of balance sheet reconciliations according to accounts responsibility matrix

Year end close and reporting

• Monitoring the year end process for the Brussels office to ensure a timely and accurate close
• Liaison with the external advisors in relation to corporate tax.
• Responding the requests of external and internal auditors. Accountable for remediation of any relevant control/audit findings.

Budgeting and Forecasting

• Preparation of the annual budget for review by the Office Managing Partner and Global Finance Leadership.
• Preparation of full year re-forecasts as requested by Global Finance.

Partners and Partnership Accounting

• Reviewing partner draw and distribution payments. Reviewing distribution statements.
• Responding to ad hoc partner queries
• New partner finance induction
• Liaison with partners, the Global Tax Team, external tax advisor in relation to partner tax returns
• Supporting partners with responding to any tax audit queries
• Reviewing payments to Points Based Consultants (PBCs) and responding to any ad hoc queries from PBCs.

Cash, Banking and Bank relationships

• Lead relationships for Freshfields with our local banks
• Approving bank payments
• Review of 13 week cash flow liquidity forecast and 12 month rolling cashflow
• Liaison with the Global Treasury team to ensure that sufficient funds are available to meet the needs of the Brussels office.

Other Finance tasks

• Reviewing monthly payroll
• Reviewing monthly payment to self-employed lawyers
• Agree new fee earner rates with local partners in close collaboration with the Global Pricing team. Review and set fee earner rates bi-annually with partners.
• Working closely with Commercial Finance colleagues to monitor trends and forecasts in cash and working capital; formulate and implement innovative strategies to improve both cashflow and working capital
• Approving expenses and payments.

Taxes

• Responsible for review of VAT returns and ensure timely submission.

Risk management and compliance

• Ensure compliance with global management accounts policies
• Ensure adequate controls are designed, implemented and operating effectively across relevant finance processes
• Ensure filing of all statutory and statistical returns as required by local laws and regulations

Innovation and continuous improvement

• Keeping abreast of technology and other advancements in Global Finance processes
• Applying a continuous improvement mindset and driving further automation and other initiatives which improve efficiency and control
• Identify and implement further automation
• Brussels Subject Matter Expert for Firmwide strategic projects

Administration

• Insurance renewals and other ad hoc tasks in relation to administering company cars
• The suppliers of the firm to negotiate/renew contracts (i.e. printers, mobile phones, reception and cleaning services, energy, etc.)
• The landlord for any premises related issues in collaboration with the facility services colleague
• The notary for any deed for the local Belgian Association
• The external provider for H&S at work

Key requirements (Communication/skills/experience)

Essential:

• Degree educated, recognized professional qualification or equivalent
• Continuous improvement mindset
• Commercially astute
• Strong IT systems skills and exposure to Accounting software
• Must be prepared to be hands on in the role as well as taking leadership responsibilities
• Strong stakeholder engagement and the ability to communicate effectively at varying levels with both internal and external stakeholders
• Ability to explain complex financial concepts in an understandable way
• Familiarity with relevant local laws and regulations

Desirable:

• Experience of working with colleagues in a shared services environment.
• International law firm or professional services finance function experience