Jill Grattan Email & Phone Number

Dunfermline, Gb

Achievements & Responsibilities:Lead the team in reviewing, refining and optimising the current systems, processes and controls around invoicing, cash allocation, debt collection and reportReducing the level of uncollected invoiced debt and unallocated cash to long-term target levelsWork with a £rd party system consultant company, brought in to improve processes and system after I highlighted the size of the problem within the department to drive ongoing improvements.Reducing the level of uncollected invoiced debt and unallocated cash.Introduce a department structure and introduce personal responsibility.Collection of debt which was believed to be bad debt. Significantly working to reduce the level of older debt.Continue to manage current debt to minimise the aging of this debt.Work with local authorities from their Finance dept, Social work or Managers to release the blocked funds.Work together with the services to resolve the issues internallyMake recommendations to future-proof the credit control function

Glenrothes, Fife, United Kingdom

• Drive change with the AP system which has fallen short over the last five years. • Review, analyse, report & resolve issues with the system, Working with system supplier to improve functionality. • Drive the new PO to Pay process, which has eradicated many of the issues we have encountered over the past three years. • Process flowcharts, policies and process written over the full system. ° Data Mapping new PO 2 Pay system driving automated placing of POs • Drive the full PO request and approval system. • Organisation and management of team building events, activities and lean thinking successfully. • Continuous improve.• Continue all previous Credit Controller duties as per below role.° Continue delivery & system management of full Global Expenses system and process. ° Align our global T&E policy with Leviton US corporate policy however retaining relevant local & European requirements. ° Continue full management of the corporate credit & purchasing card programme. ° Train and support each employee to their Individual need. • Involved in Compliance improvements to ensure full company compliance with all new legislation.CREDIT CONTROLLER DUTIES• Allocation of cash over five countries. • Credit control of over 200 + companies over the UK and Europe. • Raising manual invoices and credit notes for all controlled companies as well as intercompany. • Review daily credit limits to ensure trading is within insured limits. • Opening new customer accounts, insurance and compliance. • Monthly reporting of aged debt, average debtor days and accruals. • Working to deadlines - ME and YE. • Full holiday coverage for Credit Manager. • Assists internal and external auditors. • Initiated the Concur system – wrote user guides, updated the policies and continually review this with the FD and MD quarterly. Expense Process is now Best in Class.• Initiated the credit cards for the company within a six-month period.

Drive change with the AP system which has fallen short over the last five years. • Review, analyse, report & resolve issues with the system, Working with system supplier to improve functionality. • Drive the new PO to Pay process, which has eradicated many of the issues we have encountered over the past three years. • Process flowcharts, policies and process written over the full system. • Drive the full PO request system. • Organisation and management of team building events, activities and lean thinking successfully. • Continuous improve.• Continue all previous Credit Controller duties as per below role.• Involved in Compliance improvements to ensure full company compliance with all new legislation.

Glenrothes

• Allocation of cash over five countries. • Credit control of over 200 + companies over the UK and Europe. • Raising manual invoices and credit notes for all controlled companies as well as intercompany. • Attending weekly meeting with Credit Manager and FD. • Review daily credit limits to ensure trading is within insured limits. • Opening new customer accounts, insurance and compliance. • Monthly reporting of aged debt, average debtor days and accruals. • Working to deadlines - ME and YE. • Full holiday coverage for Credit Manager. • Assists internal and external auditors. • Initiated the Concur system – wrote user guides, updated the policies and continually review this with the FD and MD quarterly. Expense Process is now Best in Class.• Initiated the credit cards for the company within a six-month period. • Project Management – Initiating teamwork and relationship building for a new travel system that was proposed. • Project Management – Credit cards and new business bank. Moved fifteen accounts to a new supplier with now eight accounts. • Project Management – I managed the set up, management and process for sixty new credit cards for managers and sales within the company. • Written policies and process. • Developed new approval process and flow.

Dalgety Bay

• Carrying out all credit control functions• Running reports of aged debtors.• Identifying any accounts that are over 28 invoice period. • Chasing payment – through letter correspondence or phone. • Maintaining good relationship with customers and supplier to ensure timely payment of debt. • Processing Sales Ledger: 30-40 invoices weekly• Processing Purchasing Ledger: 30-40 invoices weekly.• Inputting and coding all Purchasing invoices and checking suppliers’ statements.• Issuing all Sales Invoices for chargeable repairs.• Issuing and maintenance of all Klix keys and cashless cards.• Dealing with customer’s sales orders and ensure they are delivered within timescale. • Manage the service calls.• Manage two Service Engineering Diaries and requirement of parts.• Over the years taking on more responsibilities and duties to improve the company’s processes.

Oakley

• Daily booking of customers from the previous night sales, scheduling in an appointment for the Surveyor to visit the customer and arrange an installation date and team with customer.• Ensure that the Surveyors diaries and six fit teams work-loads are correctly booked in.• Once surveyed, ordering the product and glass with the correct delivery date and being aware of wrong deliveries and possible delays at installation stage.• Price checking of all contracts sold by the sales team to ensure correct cost of jobs and correct calculation of sales commission paid.• Ensuring that all recent personnel are aware of delivery and installation schedules.• Arranging weekly payment of main suppliers’ accounts.• Checking weekly fit schedules are correct to enables correct weekly pay to Joiners.

Dunfermline

• Dealing with high volume and high value debt.• Running reports of aged debtors and log all data in to the system.• Account Managing the main debtors’ accounts along with the training boards accounts.• Identifying and dealing with mis allocations of debt on accounts and correcting the system.• Identifying and putting into place repayment plans.• Liaising with the in house legal team to escalate unpaid debt.• Also manage the Youth Theatre students: due to the age of students and turnaround this requires special consideration.• Taken on a lot of “one-off” or “new” duties which has required me to create things from scratch and maintain them. • Enjoyed the problem-solving part of the roles which provided great knowledge of different Finance processes and IT Systems.

Dunfermline

• Working within a team of colleagues o the floor and a team of managers.• Responsible for ensuring correct ordering/supply/rotation of all stock for the retail shop within the cinema,• The correct running of the shop and weekly stock-takes.• Correct weekly reporting of this information to General Manager & Head Office.

Edinburgh, United Kingdom

• Working within the Retail Investment Department dealing with the company’s 23 Unit Trusts.• Main duties were maintaining the company’s four management bank accounts, ensuring that cheques were received and paid into the bank.• Appro’s & Expro’s deals were paid etc and ensure that the accounts are not going to be overdrawn and monies are placed on overnight deposit.• Ensuring daily prices at 10am and 2pm are run for the funds from Reuters and Bloomberg terminals.• Inputting Journals, Dividends and Debtors daily.• Ensure funds are running smoothly, daily pricing, compliance work and ensuring Icon and Bank agreed in the balances.• Run off Fee Notes for Management Fees and Trustee Fees.

Dalgety Bay

• Working in a small team of internal sales personal dealing with both building and window division customer and external sales staff.• Processing both window and building division orders plus door panel orders, producing despatch notes• Completing and processing work orders for building division.• Carrying out invoicing at the end of the day, producing daily sales figures and stock levels.• Update building division quotation log.• Producing weekly building division production requirement list.• Liaising with both internal and external sales team and assist where possible.• Dealing with Building division customer enquiries and taking site call-off orders.• Liaise with Internal Sales with regards to delivery date of production items and advising them of any changes.• Deal with production queries efficiently and timeously.• Process Bill of Materials for all manufactured items.• Update Bill of Materials as required.• Material scheduling and liaise with Purchasing if shortages.• Liaise with production line and advise them of any changes and prioritise orders.• Assist with Production planning.• Ensure the smooth, efficient running and development of the production facilities and products manufactured.

Edinburgh

• One of a team of 7 looking after all personnel, training and employees’ relations matters for 600 monthly paid and 500 hourly paid employees.• Maintaining database of information on hourly paid employees, including ensuring reports received on all leavers.• Work processing duties as required, including answering all speculative enquires from prospective hourly paid employees.• Administration of Apprentice Trainees, maintaining of records, monitoring absences, ensuring arrangement in place for both college and on-site training.• Administration of office security system.

Education record

Education record