Administrator - Crown Fine Art

Job description / Role

The Fine Art Administrator will coordinate various administrative and financial transactions within the business unit.

You will onboard new clients, generate AR and process AP invoices, monitor customer accounts and coordinate with clients and vendors to resolve any billing inquiries, disputes or outstanding payments. You will work with the Regional BU Manager to monitor budget and report on financial metrics to improve financial efficiency and profitability.

You will be detail oriented, analytical, and work effectively in a dynamic and fast paced environment. The ideal candidate will be collaborative, possess excellent communication skills to provide insights and recommendations to the business.

What you will do:

Invoicing and Accounts Receivable:
- Raise invoices accurately and in a timely manner for Fine Art operations.
- Track and report to Regional BU Manager on invoiced and to invoice during the month.
- Submit accurate FLASH service and storage revenue forecast by monthly due date.
- Monitor customer accounts and coordinate with clients to resolve any billing inquiries, disputes or outstanding payments.
- Storage Billing and file maintenance re in and out movements
- Maintain records and documentation for audit and reference purposes.

Accounts Payable:
- Act as main point of contact with Shared Services Centre to meet or exceed all KPIs regarding AP invoice processing.
- Respond in a timely fashion to all queries to resolve pending issues.
- Coordinate financial transactions (raise purchase orders, manage petty cash), ensuring compliance with internal financial protocols and best practices.
- Manage vendor relationships and payments.
- Set up credit registration for vendors, as applicable.

Budgeting and Financial Analysis:
- Review and report on variances between verified and actual job costs.
- Conduct margin analysis on each customer file to report on performance metrics (tracking quotes, conversion, average margins).
- Conduct periodic review of suppliers and markets for cost benchmarking.
- Provide insights and recommendations to Fine Art Operations based on actual spend vs quoted.
- Collaborate with department heads to develop and monitor budgets.

Compliance and Documentation:
- Act as a single point of coordination for onboarding new clients, update customer information into CRM database, collect and provide necessary KYC documents to reduce the time to revenue.
- Establish credit agreements in line with company protocols.
- Safeguard sensitive financial and client information in compliance with data privacy regulations.
-Assist with financial audits by providing necessary documentation and support.

Expense Management:
- Monitor and control expenses in accordance with company policies.
- Identify cost-saving opportunities and process improvements.

Cross Functional Collaboration:
- Collaborate with finance and wider team to further develop efficient and friction-free processes.
- Effectively communicate financial information to non-financial stakeholders.
- Maintain professional communication with different stakeholders to address billing related issues.

Salary:
AED 9,000 to 11,000 per month inclusive of fixed allowances.

Requirements

In addition to having 3+ years of accounting, billing, or finance experience, the below would summarise your skills, aptitude and qualifications:
- Bachelor’s degree in finance, accounting, or equivalent experience.
- Strong knowledge of billing processes, financial principles, and accounting practices.
- Proficiency in using billing software or ERP systems.
- Attention to detail and numerical accuracy.
- Analytical mindset and problem-solving skills.
- Ability to set priorities, manage your time and workload to meet strict deadlines.
- Ability to handle confidential information with integrity and professionalism.
- Confident, can-do attitude and willingness to support internal customers and stakeholders in effectively doing their job.
- Exceptional interpersonal skills and ability to build collaborative relationships with multiple and diverse stakeholders.
- Commercial awareness.
- Proficient computer skills with experience using Microsoft Office applications.
- Cultural sensitivity and awareness.
- Excellent written and spoken English.

About the Company

Crown Worldwide Group is a privately owned logistics company founded in 1965 and headquartered in Hong Kong. The Group manages a broad portfolio of complementary brands, including Crown Relocations, Crown Fine Art, Crown Records Management, Crown Workspace and Crown World Mobility.