Matthew Wallace Email & Phone Number

Huddersfield, England, United Kingdom

Huddersfield, England, United Kingdom

Huddersfield, England, United Kingdom

Huddersfield, England, United Kingdom

Huddersfield, England, United Kingdom

Watford, England, United Kingdom

Responsible for the organisation’s core business systems, with a view to deliver improvements in efficiency and productivity by fully utilising the capabilities of existing software, onboarding new services where appropriate, and covering the administration, maintenance, and development across the entire portfolio over all departments to achieve and preserve complete synergy across the company.• Primarily focused on the implementation of Signal, a bespoke workforce management software designed for the rail industry. Taking now only a quarter of the time to create bookings and allocate shifts, allowing for live insights into compliance and fatigue risk management, far superior visibility of all manner of metrics relating to the workers including who, when, and where they were assigned to. Additional work included the specification and development of an agreed timesheet proforma, various exports for core reporting needs, and direct integrations to RDB ProNet and InTime.• Project Manager for a key team of five from the finance department, working on switching from the Access Suite to InTime, InPay, and NetSuite. Ensured parties were in constant communication, requirements were met, and system setups were completed with the utmost priority.• Involved in the migration of an on-prem IT environment to the Microsoft 365 cloud-based solution as a part of a major infrastructure refresh. This involved the transition from local shared drives to SharePoint, the introduction of secure MFA (multi-factor authentication) used to access jointly this platform and services through Citrix, the training of 120 staff members, the addition of Vacation Tracker, and where possible enabling SSO (single sign-on) across supported systems.

Watford, England, United Kingdom

Continued from above section.• Brought in further prospects on DocuWare, by use of streamlined automated workflows aimed at completely removing the need to print and tie together timesheets with associated purchase orders. Also introduced a workflow that would allow the Delivery teams around the country a way to automatically be routed the Network Rail COOM EPOs (electronic purchase orders) that would be relevant to them for acceptance, rather than having to sift through every one that came in via email.• Produced suitable guidance for all systems that would reside on the SAP Litmos learning management system.• Directly begun work on RPA (robotics process automation) solutions through use of Power Automate to setup routine report running without the need for human intervention, and by decreasing the error rate and time spent this would enable staff to focus on more important tasks seeking their attention.

Watford, England, United Kingdom

One of two leads overseeing the day-to-day activities of BST (Business Support Team) – monitored the daily output of each team member, provided training to new and existing staff whilst reassigning workloads and ensured appropriate cover as necessary, and continued the fundamental commitments of the prior role. This started during the early months of COVID-19 and was ultimately official months later.• Created a tracker employed in the management of multiple Tier 2 suppliers working across Network Rail (High Output), and coordinated the timesheet processing and approval, verification of invoicing, and expedient payment to them weekly.• From its inception into the business, handled the shift to Nitro PDF Pro and Nitro Sign, vastly increasing the quality of documents used as they went from being less reliant on paper-based mediums to digital, diminished the need to print, enhanced the security around documentation, and ultimately a substantial saving in cost and waste reduction.• Assumed control of a new online timesheet system, Timesheet Portal, allowing for the faster submission of timesheets on a weekly basis, the prefilling of critical information to pay and charge correctly, and cut down on the use of paper substantially.• Introduced Zendesk online ticketing to BST, redirecting all payroll queries through the system, allowing further reporting, and showcasing a clear reduction in the amount of queries week-to-week.• Rolled out DocuWare document management system to the business as a method of storing, searching, and being able to provide data on the purchase orders used when charging timesheets and other costs.• Initiated a switch over to Webexpenses, an online expenses platform used to cut down on both approval and processing time required, along with the level of errors on over 250 claims weekly previously submitted via paper forms and Excel spreadsheets.

Watford, United Kingdom

Tasked with providing integral aid throughout the company as a part of BST – chief duties included responsibility for over £300k of billing every period, the development and upkeep of key spreadsheets utilised by the teams daily, and the implementation of new and improved processes to streamline timesheets, payroll, and other functions across the wider recruitment business.• Processed timesheets, expenses, and other costs weekly, ensuring prompt payment to over 1,000 PAYE, Umbrella, and Limited company workers on contracts for clients, including, but not limited to: Amey, Balfour Beatty, Network Rail, SCS JV, and TfL.• Managed several AFPs (Applications for Payment) to Network Rail (High Output, Litter Picking, Structural Integrity Works), solely maintaining accurate, smooth, and timely submission of over £300k of cost every period.• Liaised with the client to reduce the level of disputes to a minimum, sustaining a 99% approval rate on all submitted costs.• Reported on WIP (Work in Progress) costs to finance each month, in addition to submitting sales invoice requests as required.• Created new Excel spreadsheets, and automated existing ones by use of extensive formulas and VBA macros.• Built a central dashboard and input spreadsheet that worked in tandem with one another to feed data for reports, provide the information necessary to accurately process timesheets, and check them quickly before the final pay run each week. A notable timesaving was made here from upwards of 20 hours per week previously being spent checking, to only a quarter of that.

London, United Kingdom

The face of billing for the TfL contract – maintained around £1.5m in recoverable costs every period, an immense decline in the level of disallowed costs being submitted, and notable time and cost savings on the gathering of documentation for client audits.• Automated numerous functions used in the building of the 4-weekly AFP via use of scheduled data reports to be received from both the Coupa system and team members, Excel formulas used to categorise costs and provide correct splits based on date ranges, and checks to ensure everything tallies up before final submission.• Organised and chaired 4-weekly audit meetings with the client to support in the further reduction or disallowed costs, reducing them from around 25% down to only 5% on average.• Introduced RPA to aid in the timely support of documentation requested during audit meetings, allowing for significant opportunity in savings due to invoices no longer requiring manual download from Coupa.

Watford, England, United Kingdom

A vital part of a small team of ten people retained past the end of the contract to finish up billing, invoice processing, raising of purchase orders, and dealing with any miscellaneous queries.• Worked with internal and external stakeholders to ensure a smooth closure to the contract, billed for remaining works to the client, and continued to provide support so that suppliers were paid in a timely manner for works completed.• Obtained missing documentation to receive payment for £20m worth of works put in on the final AFP to the client.• Communicated with accounts, procurement, finance, and commercial teams, in conjunction with suppliers and subcontractors, others retained, and senior management on the progress of all clearance activities.

Watford, England, United Kingdom

The Head of Billing for the TT contract and SME (subject-matter expert) on all linked processes – aimed to keep everything running smoothly, researching opportunities for further enhancements, and then implementation.• Achieved an extraordinary improvement in the quality of regional submissions, with a reduction in the level of disputed billed works from over 50% to only 5%, with most of the remaining disputes being agreed in regional or national review.• By the end of the contract sustained at least £1.1m in billable costs with a 95% approval rating every month, all aged debt over 3 months maintained to a minimum of 5%, and a continued strong relationship with the client.• Worked with the in-house RPA team to design and make operational processes to help speed up multiple aspects of billing – the chasing of invoices from suppliers and the cleansing of the WIP report used for tracking costs.• Managed six staff members driving the clearance of various backlogs through to and past contract end.• Continued from and expanded upon the duties and reports run previously as Interim AFP Team Leader.

Watford, United Kingdom

The Billing Lead following a restructure – accountable for providing the essential data to the newly-established regional teams for billing and associated functions.• Ensured a new team three times the size of the prior one that was spread across the country was well equipped and trained to handle the billing and related processes after a contract-wide national restructure.• Developed a new template built from the ideas of previous ones to allow for billing a new type of works that needed to be grouped into multiple categories which would determine the costs applicable and then charge them together as appropriate. A separate enhanced dashboard was subsequently designed from a report provided to the client that allowed for easy tracking and management of works for use in this template.• Produced various weekly dashboards to be distributed across the contract, used to provide key statistics on timesheets received and processed, outstanding costs for work orders shown on the WIP report, job packs created for the monthly AFP, and more.• Setup a weekly report showing outstanding invoices within the system, categorising separately for finance, commercial, and operational teams to allow them to have a clear view of work that needed to be prioritised to help staff with keeping a manageable workload, billing the client, and maintaining a stable relationship with suppliers and subcontractors.

Watford, United Kingdom

The Lead Financial Administrator for the billing team – responsible for generating the weekly statistics dashboard and creation of the RTB (Ready to Bill) report used in the monthly AFP.• Increased the monthly reclaimable costs up to over £1m from £250k within two months of starting up the new team, rectifying flaws that delayed the speed at which works could be billed for.• Identified three months of misallocated purchase orders, then proposed and implemented a method to connect them to the correct work orders, recovering over £3m in costs, and assisted in providing a weekly report as well as further training to ensure the proper process was followed from then on.• Attended regular national meetings with team members, senior managers, and the client alike to ensure changes in process were communicated and implemented both effectively and efficiently.• Built job packs with evidence of works completed, including copies as necessary of: engineers’ timesheets, supplier/subcontractor invoices and quotations, client approvals, and any other relevant documentation, in addition to using Maximo and Infor to confirm further details when required.• Raising and GRN (goods received note) of purchase orders on Coupa, previously doing the same via Basware and SAP prior to being phased out of use by the business, along with providing training on their use to others.

Watford, United Kingdom

The Document Controller for the timesheet team – held the crucial responsibility to maintain and develop all electronic documents used by the team daily, with a focus on the spreadsheet used for timesheet input, requiring it to be kept up to date with data provided from the Maximo system and any improvements made where possible.• Supported in the setup of new and essential processes and procedures for the newly formed team to handle the processing of timesheets and expenses for 300 engineers working across 1,000 DWP buildings in the UK.• Amalgamation of all timesheet spreadsheets processed by the team on a weekly basis, ensuring finance received the collated spreadsheet by month-end for accruing in the monthly statements.• Accurate and efficient inputting of timesheets on Excel, the processing of expenses via SAP, and verifying all overtime was logged correctly and submitted to payroll by mid-month.

Watford, United Kingdom

The Resourcing Account Manager for the DWP contract – oversaw the recruitment of all roles, including, but not limited to: Service Centre Agents (Typists), Office Services Assistants (OSAs), General Operatives (Mail Opening Unit staff), Team Leaders, and Managers.• Improved the end-to-end process by reducing the time it took down to a third of what it previously did, taking at most 10-15 minutes per vacancy advertised, and an hour to cleanse through all CVs received for it.• Sole responsibility for the central resourcing team telephone line: answering candidate queries, coordinating with other team members, engaging with recruitment agencies, etc.• Executed the recruitment process from start to finish: beginning with the advertisement of roles on the company website via the ATS (applicant tracking system), Taleo; sifting applications against an agreed sifting matrix; liaising with hiring managers to setup and arrange interviews; checking all documentation is correct for the issue of contracts; finally, updating the vacancy and applicant record on employee start.• Supported the HR Admin team by obtaining references for candidates via telephone and email.

Education record

• BSC Level 1 in Health and Safety at Work. • OCR Level 2 in English functional skills. • OCR Level 1 in I.C.T. functional skills. • OCR.

Education record