Timesheet Cost Assistant

Thomas & Adamson; City of London; Hybrid; GBP 25,000 - 35,000; Full time

Job summary

A leading construction firm in the UK is seeking a Timesheet Cost Assistant to support the finance team. This role involves the collection and processing of employee timesheet data, ensuring accurate cost allocation for projects. Candidates should have a solid background in administration or accounting, with strong analytical skills and proficiency in Microsoft Excel. This position offers a hybrid working environment, with three days on-site in West London.

Qualifications

• Previous experience in an administrative or accounting support role is advisable.
• Exceptional attention to detail and a high degree of accuracy.

Responsibilities

• Collect and review timesheets from employees.
• Assist in preparation of timesheet data for payment applications.
• Generate reports on labour costs and assist in analysis.

Skills

Numerical and Analytical Skills

IT Proficiency

Communication

Organizational Skills

Problem-Solving

Integrity

Education

A-levels, BTEC, or equivalent qualification

Degree in Accounting, Finance, or related field

Tools

Microsoft Excel

Timesheet or Accounting Software

Job description

About Us

The Anthro joint venture between Egis and VVB Engineering will provide comprehensive turn-key services for London’s state-of-the-art HS2 gateway station at Old Oak Common. We have been awarded a multi-year contract to deliver MEPHFC (Mechanical, Electrical Public Health, Fire and Communications) systems works.

The role is hybrid and you will be required to attend site in Acton (West London) 3 days a week.

About the Role

The Timesheet Cost Assistant is a key member of the finance and accounting team, responsible for the accurate and timely collection, validation, and processing of employee timesheet data. This role is crucial for ensuring that labour costs are correctly assigned to specific projects, jobs, or departments for financial reporting, billing, and analysis purposes. The Timesheet Cost Assistant works closely with project managers, employees, and the payroll department to maintain data integrity and support cost-related decision-making.

Key Responsibilities:

• Timesheet Processing and Validation:
  • Collect and review timesheets from all employees, ensuring they are submitted on time and are complete and accurate
  • Accurately input weekly timesheet data for project Labour into the company\'s financial and project management software. Verify timesheet entries against gate entry records and established company policies, project codes, and approval workflows
  • Identify and resolve any discrepancies or issues with timesheet submissions in a timely manner by communicating with employees and their supervisors
  • Ensure all billable and non-billable hours, overtime, and leave are recorded correctly
• Cost Allocation and Data Entry:
  • Assist in the preparation of timesheet data for payment applications for project and company’s payment application process
  • Assist in the preparation of forecasting for employees based on timesheet trending for project and company’s payment application process
  • Assist in the preparation of monthly accruals for all employee costs for financial reporting
• Reporting and Analysis:
  • Assist in the preparation of regular reports on labour costs, including project cost summaries and variance analyses (comparing budgeted vs. actual hours/costs)
  • Generate weekly timesheet summary data and distribute to project managers and department heads to support accurate timesheet recording in line with project guidelines
  • Assist with the analysis of project compliance with contract policies and manage the derogation process
• Liaison and Support:
  • Serve as the primary point of contact for employee inquiries regarding timesheet submissions and labour cost queries
  • Collaborate with the Payroll department to ensure a seamless and accurate payroll run based on timesheet data for Labour
  • Communicate with Project Managers to understand project requirements and ensure timesheet data aligns with project scopes
• Administrative and Compliance:
  • Maintain organised and confidential records of all timesheets and related documentation for audit purposes
  • Assist in month-end and year-end closing procedures as they relate to labour cost accruals and reporting
  • Stay informed of company policies and procedures related to timekeeping

What do we need from you

• Education:A-levels, BTEC, or equivalent qualification. A degree or pursuing a degree in Accounting, Finance, or a related field is a plus.
• Experience:Previous experience in an administrative, or accounting support role in a construction project, particularly with a focus on timesheets or data entry is advisable.
• Skills:
• Numerical and Analytical Skills: Exceptional attention to detail and a high degree of accuracy
• IT Proficiency: Advanced knowledge of Microsoft Excel (e.g., XLOOKUP, pivot tables) and experience with timesheet or accounting software (e.g., Asite, SAP)
• Communication: Excellent verbal and written communication skills to effectively liaise with various teams and employees.
• Organizational Skills: Strong ability to manage multiple tasks, prioritise, and meet tight deadlines.
• Problem-Solving: Proactive and capable of identifying and resolving data discrepancies.
• Integrity: A high level of integrity and discretion when handling sensitive financial and employee information.

What's in it for you?

We are committed to our planet:

In each project we design, engineer and operate we care deeply about the legacy we’re leaving behind. As part of our team, you’ll have a unique opportunity to use your skills and expertise to shape a better future for our communities in the UK, and all around the globe.

Our commitment is translated in the work carried out by our Egis Foundation, which funds concrete actions to address the climate crisis and is focused on educational and social initiatives that will help in the responsible and sustainable shift towards a sustainable world.

Diversity & Inclusion:

We are an Equal Opportunities employer and we strive to build a workforce that truly reflects the communities we represent. We welcome candidates from all backgrounds, regardless of age, disability, gender, gender identity, gender expression, race, religion or belief, sexual orientation, socioeconomic background, and any other protected characteristic. If you decide to apply for an opportunity with us, your application will be assessed based purely on your experience, the essential and desirable criteria, and your suitability for the role. We value each and every one’s contribution as this builds our culture and means that if you work with us, you will be included, listened to, and respected.