Accounts Receivable Coordinator

Job Reference

670_24_MNG_FA_ARC

Position

Accounts Receivable Coordinator

Closing Date

Friday, 08 November, 2024
Reference: 670_24_MNG_FA_ARC
Job title: Accounts Receivable Coordinator

About BSC

The Barcelona Supercomputing Center - Centro Nacional de Supercomputación (BSC-CNS) is the leading supercomputing center in Spain. It houses Mare Nostrum, one of the most powerful supercomputers in Europe, was a founding and hosting member of the former European HPC infrastructure PRACE (Partnership for Advanced Computing in Europe), and is now hosting entity for Euro HPC JU, the Joint Undertaking that leads large-scale investments and HPC provision in Europe. The mission of BSC is to research, develop and manage information technologies in order to facilitate scientific progress. BSC combines HPC service provision and R&D into both computer and computational science (life, earth and engineering sciences) under one roof, and currently has over 1000 staff from 60 countries.

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We are particularly interested for this role in the strengths and lived experiences of women and underrepresented groups to help us avoid perpetuating biases and oversights in science and IT research. In instances of equal merit, the incorporation of the under-represented sex will be favoured.

We promote Equity, Diversity and Inclusion, fostering an environment where each and every one of us is appreciated for who we are, regardless of our differences.

If you consider that you do not meet all the requirements, we encourage you to continue applying for the job offer. We value diversity of experiences and skills, and you could bring unique perspectives to our team.

Context And Mission

Reporting to the Head of Finance, the Accounts Receivable Coordinator will oversee and manage the accounts Receivable processes at BSC. This position plays a critical role in ensuring the accurate and timely processing of supplier payments, monitoring expenses, and maintaining strong relationships with vendors and internal stakeholders.

The candidate we are looking for will interact with members of all the BSC, the Governing bodies, Public Institutions, Universities, Providers and all relevant stakeholders.

The selected candidate will lead the Accounts Receivable team, supervise all aspects of invoice processing, and ensure compliance with relevant financial regulations and organizational policies. The role requires effective collaboration with internal departments, external suppliers, and public institutions to ensure smooth financial operations.

Key Duties

- Invoicing and Billing:
Generate and send invoices to customers in a timely and accurate manner.
Ensure invoices are in line with contracts, agreements, or sales orders.
Verify billing data for completeness and accuracy before sending.
- Payment Processing:
Record incoming payments (via checks, credit cards, bank transfers, etc.).
Apply payments to customer accounts and invoices in the accounting system.
Reconcile any discrepancies between payments received and invoices issued.
- Account Reconciliation:
Reconcile customer accounts, ensuring all payments are applied correctly.
Investigate and resolve discrepancies or payment disputes.
Monitor aging reports to identify overdue accounts.
- Collections:
Proactively manage collections by following up on overdue payments.
Contact customers via email, phone, or mail to remind them of outstanding invoices.
Negotiate payment plans when necessary and maintain records of collection efforts.
- Customer Service and Communication
Act as a point of contact for customers regarding their account status, payment queries, or invoice disputes.
Provide excellent customer service to resolve issues in a timely and professional manner.
Coordinate with the sales or operations team to resolve any discrepancies in invoicing or billing.
- Reporting
Prepare accounts receivable aging reports for management, highlighting overdue accounts.
Provide periodic reports on cash flow projections related to outstanding receivables.
Assist in monthly, quarterly, or yearly financial close processes by providing relevant receivables information.
- Internal Coordination
Work closely with the accounting team to ensure timely and accurate reporting of receivables.
Collaborate with sales and customer service departments to resolve any discrepancies in invoicing or customer accounts.
- Compliance and Record-Keeping
Ensure compliance with company policies and applicable regulations.
Maintain accurate and up-to-date records of all transactions related to accounts receivable.
Assist with audits by providing documentation and reports as needed.
- Process Improvement
Suggest and implement process improvements to streamline AR processes.
Help identify inefficiencies in the current receivables system and work to optimize the collection process.
- Assist in Cash Flow Management
Monitor and report on cash flow related to accounts receivable.
Identify potential risks in receivables that could affect the company's cash flow and profitability.

Requirements

- Education

- University degree in Finance or Accounting, or a related field.

- Or Higher Vocational Training in a related field.

- Essential Knowledge and Professional Experience

- 5 years of experience, of which at least 2 years in a similar position or related role

- Excellent skills in Microsoft office (Advanced level in Excel)

- Advanced user of ERP system (SAP Business One or similar)

- Excellent verbal and written Spanish and Catalan

- Additional Knowledge and Professional Experience

- Experience in a Research or Academic centre is preferred

- Experience in an international environment

- At least medium level of English, oral and written

- Competences

- An inclusive leadership set of soft-skills.

- Ability to work effectively in a fast-paced, high volume, deadline-driven environment

- Team work

- Planning and organizing (Structured mindset)

- Attention to the detail and ability to multi-task

- Great interpersonal and communication skills

- Flexibility

Conditions

- The position will be located at BSC within the Management Department
- We offer a full-time contract (37.5h/week), a good working environment, a highly stimulating environment with state-of-the-art infrastructure, flexible working hours, extensive training plan, restaurant tickets, private health insurance, support to the relocation procedures
- Duration: Open-ended contract due to technical and scientific activities linked to the project and budget duration
- Holidays: 23 paid vacation days plus 24th and 31st of December per our collective agreement
- Salary: we offer a competitive salary commensurate with the qualifications and experience of the candidate and according to the cost of living in Barcelona
Starting date: 2024

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Applications procedure and process

All applications must be made through BSC website and contain:

- A full CV in English including contact details

- A Cover Letter with a statement of interest in English, including two contacts for further references - Applications without this document will not be considered

In accordance with the OTM-R principles, a gender-balanced recruitment panel is formed for every vacancy at the beginning of the process. After reviewing the content of the applications, the panel will start the interviews, with at least one technical and one administrative interview. A profile questionnaire as well as a technical exercise may be required during the process.

The panel will make a final decision and all candidates who had contacts with them will receive a feedback with details on the acceptance or rejection of their profile.

At BSC we are seeking continuous improvement in our recruitment processes, for any suggestions or feedback/complaints about our Recruitment Processes, please contact recruitment [at] bsc [dot] es.

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Deadline

The vacancy will remain open until a suitable candidate has been hired. Applications will be regularly reviewed and potential candidates will be contacted.

OTM-R principles for selection processes

BSC-CNS is committed to the principles of the Code of Conduct for the Recruitment of Researchers of the European Commission and the Open, Transparent and Merit-based Recruitment principles (OTM-R). This is applied for any potential candidate in all our processes, for example by creating gender-balanced recruitment panels and recognizing career breaks etc.
BSC-CNS is an equal opportunity employer committed to diversity and inclusion. We are pleased to consider all qualified applicants for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability or any other basis protected by applicable state or local law.
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