A central hub in Multitel Pagliero operations is the Accounting/Administration Department as it plays a key role in the organisation’s strategic and operational management and interacts daily with all the company’s departments and externally. Here we discuss it with Ada Gonella, its manager.
How long have you been working at Multitel Pagliero and when did you become responsible for administration?
I joined the company in January 2014 after beginning my studies at the Faculty of Economics and Business, and have been in charge of the department since January 2023. Before moving on to general accounting, I initially dealt with invoicing for Italy, France and other countries and preparing estimates. I now manage corporate finance and relations with banks, the financial statements and operational financial reporting, calculation and management of VAT, preparation and submission of tax returns and relations with the Inland Revenue.
Which tasks pertain to your department?
Although the administrative department’s role is sometimes underestimated, in reality it has a broad range of responsibilities, which are crucial for a company operating in international marketplaces.
– General accounting with management of the sales and purchase cycles, customer billing and supplier invoices.
Upkeep of obligatory accounting records, accounting entries, bank reconciliation and cash flow management, preparation of adjustment and closing entries.
– Administration including the management of company documentation and relations with other entities (accountancy firm, social security institutions, public offices); overseeing the correct application of tax and fiscal regulations, monitoring and keeping track of administrative deadlines.
– Fiscal and tax requirements, including calculating and managing VAT, direct and indirect taxes; drafting and filing of tax returns, managing relations with the Inland Revenue and other fiscal agencies.
– Budget and reporting with drafting of financial statements (period and operational). financial analysis and reporting for the management.
How many people are in your work group and what are their tasks?
Under the direction of Anna Pagliero (CEO of all Multitel Pagliero’s foreign subsidiaries: France, the UK, Germany and Spain), the department includes:
- Jessica: handles accounting records, bank reconciliation, payments and cash flow
- Tiziana: in charge of billing in Italy and abroad, except France
- Giorgia: focused on keeping track of supplier invoices and managing fixed assets
- Manuela, Laura and Giulia deal with Multitel International’s general accounting and administration.
What are the responsibilities and characteristics of the person who manages the Accounting/Administration Department?
The person in charge of this sector has an important role in the strategic and operational management of the organisation, coordinating and directing financial and administrative operations, ensuring regulatory compliance, financial sustainability and optimisation of resources. Regarding the specific aspects:
- knowledge of accounting, taxation and financial regulations
- knowledge of management software and financial analysis tools
- having a clear idea of the company objectives and methods for achieving them
- knowing how to manage priorities and meet critical deadlines
- conducting business with transparency, responsibility and attention to regulatory compliance
And those who work there?
Accuracy, precision and the ability to optimise data and information are necessary in such a diversified field of action. Confidentiality in managing the data and good external relations with auditors, consultants and service providers are also essential. Lastly, the use of IT tools is fundamental.
Despite being merely associated with “simple” accounting, administration plays a central role in the life of a company as it connects with all company departments and the outside world (domestic and international customers - suppliers - banks - tax authorities - control bodies). What are the major difficulties to face?
This is true. Although accounting management is often felt to consist solely of business administration, its role is far more complex and essential for a company’s operation and expansion. And such complexity inevitably brings with it unforeseen events and difficulties, also because administration relies on data provided by other departments, such as sales, production and logistics.
It is crucial to stay updated about the frequently changing tax and accounting laws, both domestic and international. As a result, handling payments, collections and contracts can become challenging, particularly when dealing with foreign countries that have different currencies, business practices and regulations. Another critical factor is the dialogue with banks and credit institutions and dealing with control bodies such as auditors and tax agencies.
Lastly, pressure, which everyone experiences and handles differently. Pressure that rises as tax deadlines approach, the balance sheet is due to close or during particular work peaks.
In recent years, the company’s output, staff and turnover have all grown significantly, as has its international scope. How much has this made your job more difficult?
Our company’s global operations have complicated the administration’s job because of the need to pay attention to a number of details pertaining to legislative differences between countries; different currencies and the standardisation of balance sheets using international accounting standards, which may differ from local accounting laws.
International taxation must also manage concepts such as transfer pricing i.e. the definition of prices for transactions between branches of the same group. These prices must be documented and be shown to be reasonable, in line with local and international laws, to avoid accusations of tax evasion.
How important are procedures in managing the administrative process?
Procedures are essential as they guarantee efficiency, transparency, regulatory compliance and consistency of the operations carried out within an organisation
Have you had to update them as the company has expanded?
The work group’s abilities have enabled us to develop together with the company, and the procedures have been “simply” adapted to a broader vision.
Managing the thousands of data items that converge into your department requires ever higher performance hardware and software. Do you think that artificial intelligence will be able to further improve the quality of your work?
Artificial Intelligence is rapidly transforming various sectors, and business administration is no exception. It will certainly help in automating tedious and repetitive processes, in reducing human error and improving operational efficiency, and in analysing large amounts of data that can be used to inform strategic choices.
What other divisions do you deal with on a daily basis?
The administrative manager actively collaborates with all company departments to maximise cost control, guarantee the economic sustainability of activities and ensure efficient management of financial flows.
Considering that the administration/finance department is involved in the strategic choices of the company since it manages the economic resources to implement such choices, what is the relationship with the owners?
The department keeps the owners updated on the company’s financial status, promoting a clear and realistic picture of its market potential. Once the owners have decided on a course of action, they are responsible for managing the funds and implementing the financial processes to implement it and ensuring that the strategic goals are met within the limitations of the budgets set.
Accounting/Administration Department Manager
The role of administrative manager is strategically central to supporting Multitel Pagliero’s expansion across all markets. The administrative department will soon not only protect the company’s economic sustainability but also promote innovation in management processes, ensuring that the company has the right tools and structures to address global challenges. At the same time, the administrative department, as a main pillar of operations, will have to transform itself into a centre of excellence with flexible, digitalised and efficiency-focused processes that can support growth in foreign markets. Developing a proactive approach to risk and opportunity management, enhancing data governance and integrating advanced technology for automation will all be crucial. The entire administrative framework will act as a catalyst in this situation, assisting in the establishment of strong frameworks for Multitel Pagliero’s expansion and competitiveness.