Admin Logistics Accounting Assistant

4 weeks ago

Pasig, Philippines Satellite Office Full time

Position Overview The Admin / Logistics / Accounts Assistant is responsible for supporting the finance, logistics, and administrative operations of the business. This role provides essential support in accounts payable/receivable, order processing, freight coordination, and general office administration. The position requires strong attention to detail, time management, and the ability to work collaboratively across departments to ensure efficient business operations. Responsibilities 1. ACCOUNTS & FINANCE SUPPORT Process accounts payable and receivable, including invoice creation and reconciliations. Conduct bank and credit card reconciliations in line with company procedures. Assist with month-end processes, reporting, and filing of financial records. Prepare debtors and creditors reports for management. Support debt collection activities when required. Create and manage payment batches, ensuring accuracy and timeliness. Maintain accurate filing and archiving of financial documents. 2. LOGISTICS & DISPATCH Create new sales orders in the system (EXO) and maintain records. Coordinate with freight companies to determine shipping requirements (pallet size, weight, destinations). Obtain and compare freight quotes; prepare consignment documentation. Print and apply freight and product labels for shipments. Prepare and scan dispatch paperwork, saving digital copies for records. Liaise with clients to confirm dispatch and provide tracking information where necessary. Book pickups with freight providers and monitor delivery progress. 3. STOCK & RECEIVING Scan and record delivery dockets for incoming goods. Record batch numbers and update stock records in EXO. Receive goods accurately in the system and ensure proper labeling for stock control. Assist with inventory checks to ensure stock accuracy and availability. 4. ADMINISTRATION & SUPPORT Provide general administrative assistance to the finance and logistics teams. Support CRM entries and updates (e.g., Hubspot). Maintain stock/ordering records via Comstock or other internal systems Assist with customer communications, including PO confirmations and email correspondence. Ensure proper document control, filing, and digital archiving of all admin/logistics paperwork. SKILLS & COMPETENCIES Strong knowledge of accounts processes (payables, receivables, reconciliations). Practical experience in logistics, freight coordination, and dispatch. Proficiency in ERP systems (EXO) and CRM tools (Hubspot, Consignment Stock). High level of accuracy and attention to detail. Excellent organizational and time management skills. Strong written and verbal communication. Ability to work independently and collaboratively in a fast-paced environment. REPORTING & RELATIONSHIPS Reports directly to: Accounts / Operations Manager. Works closely with: Finance team, warehouse staff, and external freight providers. Liaises with: Clients for dispatch and order-related communications. #J-18808-Ljbffr

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