Administrative Support Professional

4 days ago

Manila, National Capital Region, Philippines Infinit-O Full time
Financial Operations Assistant

This role provides support in financial and administrative tasks, ensuring the smooth operation of business activities. The successful candidate will be responsible for handling financial documents, data entry, record-keeping, and assisting with financial reporting and customer service.

Responsibilities:

  • Process vendor invoices and ensure accurate coding and data entry, maintaining attention to detail and accuracy.
  • Match invoices to purchase orders and verify approvals, ensuring efficient processing and minimizing errors.
  • Encode non-PO suppliers like monthly utilities, corporate cards, etc., using established procedures and protocols.
  • Prepare and process payments, including checks, wires, and transfers, while ensuring timely and secure transactions.
  • Respond to vendor inquiries and resolve invoice discrepancies, providing exceptional customer service and support.
  • Maintain accurate AP records and documentation, adhering to proper storage and scanning procedures to ensure data integrity.
  • Educate staff on the importance of 5S principles and their implementation within the department, promoting a clean and organized workspace.
  • Perform ad hoc tasks as assigned by management, supporting the team's objectives and goals.

Additional Functions:

  • Implement and practice the 5S principle at all times, promoting a culture of cleanliness and organization.
  • Conduct research on invoice and record history, ensuring accuracy and completeness in financial records.
  • Prepare and process other adjustments (e.g., Credit/Debit Memo, Manual Invoice Request), adhering to established procedures and protocols.
  • Post Credit/Debit Memo and Manual Invoices, ensuring accuracy and timeliness in financial transactions.
  • Handle email requests related to invoices and other special tasks, providing responsive and professional customer service.

Quality & Information Security Management Objectives:

  • Implement Infinit-O's quality and information security policies and procedures, ensuring compliance and adherence to industry standards.
  • Protect client-supplied and generated information from unauthorized access, disclosure, modification, destruction, or interference, upholding confidentiality and data security.
  • Participate in tasks aligned with particular processes or activities related to information security, supporting the company's commitment to data protection and safeguarding.
  • Report any potential or committed non-conformity, observation, and/or security event or risks to immediate superior, facilitating prompt action and resolution.
  • Collaborate with the Internal Audit Team during internal audits of assigned projects, providing valuable insights and expertise to support audit objectives.

Requirements:

  • Understanding of accounting documents (e.g., PO, SO, SR).
  • Knowledge of customer service principles and strong communication skills.
  • Strong analytical and problem-solving skills, with high discipline in following guidelines, policies, and procedures.
  • Attention to detail, information accuracy, and data integrity are crucial for success in this role.
  • Proficiency in Microsoft Office applications (Excel, Word).
  • Data management and analysis experience is an advantage.

Essential Qualifications:

  • Graduate of Business, Finance, or Accounting-related courses.
  • At least one year of work experience, preferably in a similar field.
  • Oracle experience is beneficial.
  • Customer Service/Conflict Resolution background is advantageous.

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