Brussel, Belgium Brussel

Mission

Execute on a daily basis the financial administration for assets both correct and in time and in the appropriate data systems;
Monitor the result (both content and process) and assist in resulting improvements.

Tasks

Act as first point of contact for internal (asset maintenance and Lineas) colleagues and external parties (workshops, stations, customers) with respect to framework aspects of the Lineas asset fleet (i.e. finance, claims and cost control related), ensure clear communication and escalate in case of problems;
Manage the financial administration of wagon / locomotive maintenance costs, meaning handling incoming invoices, converting annual budgets and contracts into POs and drawing up POs for activities and contracts managed by the wagon / locomotive maintenance organisation;
Control in due time all wagon maintenance related costs, by verifying the maintenance activities performed, the accompanying documentation (invoices and quotations) and workshop rates;
Follow up the functional mailboxes;
Propose improvements to framework processes and procedures based on all information available;
Challenge suppliers in the quality of their financial flows, work out and implement (joint) improvements to arrive at lean administration;

Specific activities for Finance

Handle incoming invoices related to asset maintenance (wagons and locomotives);
Convert annual asset maintenance budgets and contracts related to asset (preventive and corrective) maintenance into POs;
Draft POs and perform invoice reception for activities and contracts related to asset maintenance and claims related to repair of locomotives and wagons;
Manage pre-invoicing with respect to services charged to third parties related to wagon damage claims (e.g. (mobile) repair works and additional services), including preparing the files, giving instructions to the back-office Finance for sending the invoices and for ensuring that all outgoing invoices are paid on time;
Collect data to handle claims related to wagon damage;
Guarantee that maintenance related data needed for the financial administration is complete and up to date in databases (e.g. Echo, CIS, Navision, Datahaven);
Manage incoming disputes with respect to invoiced services, including finding a solution to get the disputes solved and giving instructions to the back-office Finance for issuing credit notes if necessary;
Monitor actual spent versus budget, analyse the difference and report to all stakeholders concerned;
Participate in optimization projects related to the improvement and standardization of the financial administration, e.g. optimize the traceability of established PO’s, issued receptions and handled claims;
Where relevant, align with Finance and all other stakeholders.

Technical knowledge of wagons
Experience in handling claims
Experience in conducting negotiations
Focus on synthesis, reactivity and communication
Languages: Very good kowledge Dutch, French. Good knowledge English. German knowledge

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