Finance Coordinator - NYU Madrid

NYU is committed to fostering a campus community that reflects and enacts the values of inclusion, diversity, belonging, and equity that inform and make possible academic excellence.

All staff members are expected to support, execute and promote this commitment and all NYU initiatives (including Affordability, Sustainability, and Student Success) in the day-to-day life of NYU Madrid.

The holder of this full-time permanent position will report to the Associate Director and will manage all day-to-day accounting functions and financial operations at NYU-Madrid. S/he will ensure accuracy and compliance for all payments and tax filings and monitor expenses for adherence to budget. In charge of monitoring bank activity, bank reconciliations and cash flow projection. Responsible of coordinating financial statements preparation and filing. This position is responsible and accountable for providing financial oversight for NYU-Madrid.

Candidates must have the legal ability to work in Spain and must be proficient in both Spanish and English (Written and verbal).   This is not a fully remote position - the holder of this position is expected to work in the office at least 80% of the time.

Workplace: Madrid

Principal Duties

Finance (75%)

• Coordination with Operation Coordinator and Administration Assistant for the payment and account of vendor and freelance invoices, employees’ reimbursements, etc.
• Supervision of accounting system (PeopleSoft). Collect invoices already paid or pending to be paid to record them in accounting system.
• Initiate payments through Citibank or NYU system (FAME). Record of payments in FAME
• Vendor data management in FAME (new vendors and updates)
• Control of bank balance to monitor cash needs. Monthly cash flow. Request of additional cash transfers from New York if necessary
• Supervise Administration Assistant regarding petty cash reimbursements
• Record in General Ledger (JEMS) payroll, taxes, social security, freelance invoices, fees, etc. Split costs by the different cost centers. Reclass journals.
• Run different reports in reporting tool (UDW+) to monitor cash movements and expenses.
• Bank Reconciliation. Bank and petty cash reconciliations at month end. Analysis of General Ledger balances versus real balances at bank and petty cash box. Detail of reconciliation items to explain differences.
• Year-end process. Communication of Accruals and Pre-Paid expenses to Controllers Division. Coordination of corporate tax accrual based on draft of financial statements.
• Budget proposal. In coordination with Associate Director and Site Director, participate in the elaboration of the budget proposal for next fiscal. Revision of budget approved. Proposal to New York of budget updates at mid-year based on final enrollment numbers or unexpected expenses.
• Budget control. Monthly phasing of budget for better control. Monthly monitor of actual expenses versus approved budget. Control of purchasing card expenses and expenses paid from New York related with Madrid operation. Run different reports in UDW+ to analyze expenses versus budget. Request of budget increases if necessary. Control of the different budgets (regular program, visiting programs, public safety). Quarterly reporting to New York with reasons of differences versus budget.
• Follow-up on visiting programs expenses to invoice schools. Revise and update google docs or prepare internal invoices for expenses paid on their behalf.
• Housing: coordination with Madrid housing coordinator and residences vendor managers for invoice checking of beds renting and any other expenses related.
• Agreement with King Juan Carlos Foundation: Preparation of invoices. Monitor of actual operating expenses for true-up at year end. Coordination with the Controller’s Division for recording invoices and payments. Proposal of new exhibit at year renewal.
• Point of contact for any accounting question from administration team or other staff members (like purchasing card expenses codification in NYU systems such as SAP Concur)

Taxes (10%)

• Checking of tax forms and taxes filing. Check drafts prepared by providers: withholding tax (in coordination with operations coordinator), VAT, corporate tax payments in account and final filing. Revision of corporate tax accrual at year end.
• Provide information for informative tax forms (347,115,231,232).
• Actions based on communications from tax agency
• Follow-up on renewal of company digital certificate to be able to receive electronic notifications from tax agency and social security and process tax payments and seizures.
• Follow-up on changes in tax legislation

Local Financial Statements (15%)

• Provide information to consultant for preparing financial statements in Spanish GAAP.
• Revision of provisional statements drafts every quarter. Revision of final statements draft for CT accrual calculations.
• Revision of final statements (Balance Sheet; Profit & Loss, TB, Notes) in Spanish and English before sending to New York for approval. Communication with Controller’s Division to get their approval and answer questions or changes. Revision of new drafts.
• Coordination of documents preparation for Board signature.

Position Qualifications

Required Education

• BS or equivalent, preferably with a master degree in Business or Accounting.

Required Experience

• Five (5) years administration experience preferably in multinational companies
• Experience in accounting, taxes filing and budget management

Required Knowledge, Skills, and Abilities

• Excellent organizational, interpersonal, and written and verbal communication skills. Detail oriented. Proven cultural sensitivity and conversational skills to communicate appropriately with a multinational, multicultural and multireligious community of students and colleagues.
• Thorough knowledge of standard office software including Microsoft Office suite and online and traditional packages (e.g., Google Docs). Advanced excel skills is a must.
• Bilingual English / Spanish (written and oral).
• Strong team worker
• Strong ability to prioritize and multi-task under tight deadlines.
• Legally eligible to work in Spain.

Preferred Experience

• Experience in an administration department in multinational companies.

Preferred Knowledge, Skills and Abilities:

• Knowledge of ERP tools (Peoplesoft or similar)

This Position Description in no way states or implies that these are the only duties to be performed by the employee in this position. It does not limit the assignment of related duties not mentioned.

NYU is committed to providing a campus community that reflects and enacts the values of inclusion, diversity, belonging, and equity that inform academic excellence.

NYU aims to be among the greenest urban campuses in the country and carbon neutral by 2040. Learn more at nyu.edu/nyugreen.