A Vendor Payment Analyst at JLL is primarily responsible for managing the end-to-end process of vendor payments, ensuring accuracy, compliance, and timely execution. The role involves close coordination with Accounts Payable (AP), Client Finance teams, Facility Managers (FMs), and external vendors. Below is a summary of the key responsibilities and tasks based on JLL's internal procedures:
Key Responsibilities:
- Payment Proposal Preparation: Prepare weekly payment proposals containing all supplier invoices matched with goods receipts (GR) and due for payment. Share these proposals with Client Finance teams for review and approval within set deadlines 1 2.
- Payment Group Creation: Based on approved payment proposals, create payment groups (PG) in the ERP system (JDE E1). Ensure all relevant vendor and payment details are included and accurate 1 .
- Payment Processing: Coordinate and execute vendor payments according to the approved payment groups. For non-double-punch countries, process payments directly in banking portals; for double-punch countries, coordinate with the Treasury team for payment execution via OneReport 1 3 4 5 6.
- Approval Workflow: Ensure segregation of duties by obtaining necessary approvals from authorized personnel (e.g., Finance Manager, Client Accounting Manager) before payment execution. Maintain documentation for audit purposes 3 4 5 5.
- Remittance Advice: Generate and send remittance advices to vendors after payment execution, ensuring clear communication and record-keeping 1 1.
- Reconciliation: Support month-end closing by reconciling payment groups, cashbooks, and bank statements. Investigate and resolve any discrepancies between ERP records and bank transactions 1 1 .
- Query Resolution: Address and resolve vendor and internal queries related to payments, outstanding invoices, and payment status. Liaise with AP, Client Finance, and vendors as needed 7 8 9 .
- Compliance & Controls: Adhere to internal controls, SOX checklists, and company policies regarding payment processing, documentation retention, and approval limits. Ensure compliance with audit and risk management requirements 3 5.
- Reporting: Prepare and maintain reports such as Vendor Payment in Process, Unallocated Cash, and Payment Control to track payment status and support management review 7 8 9.
- Continuous Improvement: Participate in process improvement initiatives, support training for FMs and other teams, and contribute to the development of best practices in vendor payment management 7 8 9.
Skills & Qualifications:
- Strong understanding of procure-to-pay (P2P) processes and ERP systems (preferably JDE E1 and PeopleSoft).
- Attention to detail and accuracy in payment processing and reconciliation.
- Ability to manage multiple priorities and meet strict deadlines.
- Good communication and stakeholder management skills.
- Knowledge of internal controls, compliance, and audit requirements.
Typical Job Titles: Vendor Payment Analyst, AP Analyst, Payment Administrator.
For more details, refer to JLL's internal process documentation and the Roles & Responsibilities Matrix available on the Client Finance SharePoint 10 11 5.
Disclaimer: The information provided in this response is sourced from the SharePoint knowledge base. For confirmation or additional details, please refer to the official SharePoint documentation or consult your manager.
Sourcehttps://jll2.sharepoint.com/teams/IFM-ClientFinance/Shared%20Documents/15.%20%20Ex%20Central%20Team/01.%20Accounts%20Payable/AP%20Playbook
https://jll2.sharepoint.com/teams/IFM-ClientFinance/Shared%20Documents/15.%20%20Ex%20Central%20Team/01.%20Accounts%20Payable/AP%20Playbook.pptx
https://jll2.sharepoint.com/teams/IFM-ClientFinance/Shared%20Documents/15.%20%20Ex%20Central%20Team/Archive/Central%20Team%20Introduction%20March%202022%20short
https://jll2.sharepoint.com/teams/IFM-ClientFinance/Shared%20Documents/15.%20%20Ex%20Central%20Team/Archive/Central%20Team%20Introduction%20March%202022%20short.pptx
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