Accounting Assistant

Job Summary:

Responsible for the overall processing and posting of Payables and Disbursement, Billing and Collection of the Company as well as posting and recording of related accounting entries for the company and its affiliate in accordance with internal policies, controls, procedures, Philippines Accounting Standard & GAAP and in compliance with mandatory BIR regulations.

Specific Duties & Responsibilities:

• Day to day working in receiving of billing invoice from Supplier
• Process payment of supplier’s invoices and RFP (Request for Payment) accurately in a timely manner based on priorities and urgency.
• Review and verify vendors invoices/quotations with or without PO and supporting documents for request for payment and ensure they have been properly approved and validated by the appropriate PIC.
• Ensure payables are processed within vendors agreed payment terms within agreed lead time.
• Prepare checks, telegraphic transfer, check/cash vouchers for signature.
• Prepare corresponding BIR withholding taxes Form (2307).
• Coordinate with vendors, procurement team and other departments to provide information and assistance related to Account Payable such as disbursements or disputes with vendors.
• Review and monitor Statement of Account from vendors and reconcile paid/unpaid items if any variance
• Conduct AP reconciliation of advance in the system.
• Assist Supervisor in the preparation of related BIR reports (2550M/Q, 1601C, 1601E) and assist in filing through BIR relief and EFPS on a timely manner (including filing for 1702Q, 1702RT, 1604CF, 1604E and other filings if applicable).
• Process payment of BIR taxes due through EFPS and Cashnet as well as manually if needed on a timely manner.
• File and maintain folders for all Disbursements with related supporting documents (CV, OR, Invoices, Quotations, Deposits slips, Telegraphic transfer etc.)
• Assist Supervisor in the Month End Closing by reconciling variances in a timely manner.
• Prepare weekly and monthly Aging of Payables reports.
• Process and maintain request for cash advance, ensure approval has been made
• Process liquidation of advances and other reimbursement claims from employees to the corresponding approving signatory including the verification of payments against supporting documents (e.g. official receipt, travel and others professional expenses etc.)
• Monitor Cash Advances Liquidation for those not liquidated
• Prepare Weekly Summary of Revolving Funds and Unliquidated Cash Advance
• Inform and report to Supervisor/Head of Finance of documentation deficiencies, deviation from contracts, procedures.
• Coordinate with messengers for encashment, bank deposits and off-site payment
• Process the release of disbursements (petty cash, cash, checks, telegraphic transfers and bank deposits) to vendors and employees.
• Maintain check registers.
• Maintain checkbooks and monitor low checks inventory for reorder request; monitor outstanding checks and post-dated checks released.
• Assist Supervisor with daily, weekly and monthly bank reconciliations
• Assist Supervisor in Daily & Monthly Bank Reconciliation and Cash position report.
• From Daily Cash Position Report, make necessary recommendation on EUR/USD to PHP conversion to meet company commitments.
• Prepare intercompany fund transfer, if (and when) necessary.
• Forward every 1WD, bank statements to CloudCFO.
• Archive bank statements both in pdf and excel format in Onedrive
• Prepare all the Billings, Invoices and Statement of Account.
• Ensure requests for invoicing from Sales or Operation are complete and have proper attachments.
• Prepare weekly and monthly Aging report of Accounts receivable.
• Prepare weekly Customer Statement of Account and send reminders to customer accounts with pending outstanding dues.
• Monitor and follow-up collections schedule of payment by phone, email or fax.
• Escalate collection to Sales Team and Management for assistance of overdue accounts.
• Process collection of payment from customers and issue corresponding Official Receipts.
• Coordinate with Messengers for delivery of invoices and collections from Customers.
• Ensure collections are immediately deposited in Bank.
• Prepare Monthly Management Report (SOA) per Aircrafts to Principal Owners.
• Prepare Credit Memo and process request for refund if applicable.
• Process Customer Registration and encoding of Customer information in the system.
• Ensure all revenues are properly accounted for and classified under the correct General Ledger revenue account.
• Maintain records of Billing invoices, Billing Statements, Official Receipts and Other account receivable records (Dep slips, Bank slips, Receipts, etc.)
• Monitor Billing Invoices/Statement and Official receipts inventory for reorder
• Maintain billing folders for each projects/folio account and with all appropriate documents including expenses and other supporting documents for audits.
• Handle customer inquiries on billings and management reports, liaise or escalate to Sales and Customer Services if necessary.
• Ensure billing for signature of signatories are complete and have supporting documents included (contracts, quotations, management report, billings for reimbursement etc.)
• Ensure the proper Sales Tax if applicable based on Customer Registration Information and supporting documents provided.
• Request and follow-up Tax Certificates (BIR Form 2307, PEZA, Tax Exempt) from customers.
• Assist in the month end closing by ensuring all billings for the month are processed in a timely manner.
• Prepare Daily, Weekly and Monthly collection Report, Daily Issued Official Receipt Report, Collection Efficiency Report and Weekly/Monthly collection forecast.
• Maintain compliance with internal policies and controls and raised to Superior and Management upon deviation of procedures.
• Produce ad-hoc periodic reports and projects as required
• Performs other job-related duties as needed and assigned by Supervisor/Manager.