'Account Support Associate - Ernst & Young AE - Dubai

Job Title: Account Support Senior Associate Team Lead

Role objective:
To provide assistance to the engagement teams (40-50 staff) working on various client engagements ensuring quality output as per set policy guidelines

Key responsibilities:
Organization of Engagement

Act as central point for contact for the business operations of the engagement/practice assigned, e.g., client acceptance process coordination, family tree relationship reporting, GFIS code activity, etc.

Verify and check engagement codes and share with the engagement team accordingly

Monitor engagement calendar: Team planning meetings, review meetings, closing meetings and independence reviews

Assurance only: Involvement in staffing teams (validate staffing requests and anticipate conflicts)

Team Coordination

Update contact list of EY team members and client contacts

Participates in engagement and/or practice team meetings and reviews items discussed and acts/plans accordingly, e.g., perform client website updates, analyzes data, etc, if required

Arrange to send client communications

Facilitate the setting up of meetings, conference calls, video calls including sending invitations, setting up dial in code, circulating agenda

Coordinate with the Document Management Services team for archiving of records

Assurance only: Coordinate the collection of audit and other statutory reports from joint auditors and other relevant authorities/parties

Assurance only: Arrange to send deliverables, audit instructions, financial statements on behalf of the engagement team

Facilitate engagement work

Collect all available intelligence (industry and competitor data) from EY knowledge database/client database

Coordinate delivery of work papers and deliverables to client locations and organize collection at the end

Prepare standard Engagement Letter/proposal templates as per instructions of the Engagement Manager/Director

Assurance only: Facilitate and collect audit confirmation

Quality & Risk Management

Coordinate the completion of documentation (final signed version of deliverable sign-offs)

Coordinate all procedures related to independence such as pre-approvals for non-audit services, update or validate family tree, etc

Detect non-approved services through analysis of GFIS and SORT, if required

Coordinate with Q&RM and Finance team to clarify any engagement related issues and inform the Engagement Manager for action

Assurance only: Backup and archive GAMx engagements and maintain archive GAMx multi-location archive database

Assurance only: Maintain engagement permanent file with all mandatory documentation (as per local legislation and GAM): minutes of boards, regulatory filings, internal audit reports, etc.

Fees & Billings

Track and monitor client billing and credit collection for portfolio and provide information to Engagement Manger/Partner

Track and monitor engagement expenses and provide information to Engagement Manager/Partner

Assist in preparation of budget and monitoring if required

Assurance only: Reconcile estimates to staffing plan, if required

Assurance only: Monitor credit collection for portfolio

Assurance only: Monitor compliance through period review of Work in Progress (WIP) reports

Assurance only: Assist in the preparation of fee notes and supporting analysis for fee billings

Client Liaison

Maintains and updates sales tracking database (interaction)

Coordinate delivery of firm publications

Coordinate client access to firm online research tools e.g. EY Online Possesses deep knowledge of the types of services the Firm/engagement/practice provides.

Adds value through recognition of clients and client-serving personnel.

Coordinate client networking meetings and events

Assurance only: Coordinate with clients for inventory stock count

Additional responsibilities

Ensure that workload within the team is distributed evenly and that priorities are met to suit changing business needs

Manage and meet deadlines

Ensure appropriate training is provided to close skills gaps and continually develop and motivate the team.

Provide support to other members during busy periods and in case of varying workload

Monitor workloads within the ASA team to ensure priorities are met to suit changing business needs

Ensure adequate resource and cover is provided for allocations by the team during office hours

Ensure consistent quality of output of all team members

Act as an ambassador for the firm and a role model to the ASA community

Coach, mentor and act as a sounding point to other ASAs

Key interactions

Internal:
EY Executives and Staff

Document Management Services Teams

Translation Team

Typing Team

External

Client administrative contacts

Travel agent

Qualifications and experience

A minimum of 3-5 years of experience of working as administrative assistant or coordinator

Intermediate knowledge of Microsoft Word, PowerPoint and Excel

Lotus Notes knowledge is an advantage

Exposure of working within a multi-national multi-cultural corporate environment

Possesses deep knowledge of the types of services the Firm/engagement/practice provides. Adds value through recognition of clients and client-serving personnel. Is actively involved and knowledgeable about the services the engagement/practice is providing

Good communication skills

Good coordination and planning skills

The confidence to proactively make decisions as and when required

The confidence and ability to interact with staff at all levels

A flexible professional approach

A quality driven approach, consistently aiming for high standards

Knowledge of finance

Who we are

At Ernst & Young we support you in achieving your unique potential both personally and professionally. We give you stretching and rewarding experiences that keep you motivated, working in an atmosphere of integrity and teaming with some of the world’s most successful companies. And while we encourage you to take personal responsibility for your career, we support you in your professional development in every way we can. You enjoy the flexibility to devote time to what matters to you, in your business and personal lives. At Ernst & Young you can be who you are and express your point of view, energy and enthusiasm, wherever you are in the world. It’s how you make a difference.