Accounting Officer

Job Title: Accounting Officer

Work Schedule: Monday - Friday, Flexible Time-In/ Out

MUST BE AVAILABLE TO START ASAP

JOB RESPONSIBILITIES

I. Accounting Tasks

1. Prepare AP Report for Projects

2. AP (Accounts Payable) Report preparation involves tracking the project's expenses, ensuring that all invoices, receipts, and payments related to the project are recorded properly. This includes ensuring that the payment obligations to vendors, contractors, and service providers are accounted for accurately.

3. Checks for Release

4. This task involves preparing and reviewing checks that are ready to be released for payment. The Accounts Payable Officer ensures that all payment documents are complete, accurate, and aligned with company policy before being disbursed.

5. Payment Processing (Admin APV)

6. Admin APV (Accounts Payable Voucher): This is a system or document that confirms the authorization for payment. The AP Officer processes these vouchers to ensure they are correctly filled out and supported by the necessary documentation (e.g., invoices, purchase orders).

7. Online Fund Transfer: This refers to processing payments electronically to vendors or contractors through the bank's online platform, ensuring funds are transferred correctly and timely.
8. Processing of Government Remittances- Government remittances are statutory deductions that the company needs to remit to the government. This could include taxes, social security contributions, health insurance, and other mandated deductions.

9. Ensuring that payments are made on time and complying with regulations is critical to avoid penalties.

10. Weekly Cash Flow and Payment Forecasting

11. Cash Flow Management: This task involves tracking the available cash and forecasting cash inflows (e.g., collections, payments received). The officer needs to provide weekly reports on the company's liquidity.

12. Payment Forecasting: This is the projection of future payments to vendors or service providers. Based on the forecast of upcoming collections and available cash, the officer will plan out when and how much money needs to be allocated for payments.

5. Providing Feedback on Payments to Internal and External Customers

• After payments are made, the Accounts Payable Officer is responsible for communicating with both internal and external vendors to confirm that payments have been processed and provide any necessary details.
• This ensures that there is clarity on both sides, preventing any payment disputes or confusion.

II. Vendor-Related Tasks

1. Checking Vendor's Statement of Account (SOA)

2. The officer is responsible for reviewing vendors' SOAs, ensuring that all amounts billed to the company are accurate and align with contracts or agreements.

3. Discrepancies between the company's records and vendor statements need to be investigated and resolved.

4. Releasing of Checks to Vendor

5. Once checks are processed, the officer is tasked with releasing them to vendors, ensuring they are issued promptly and according to the agreed-upon terms.

6. Issuance of BIR 2307 (Withholding Tax Certificate)

7. In the Philippines, BIR 2307 is a certificate issued to vendors to confirm that the appropriate withholding tax has been deducted from payments. The officer ensures that this certificate is provided to vendors to comply with government regulations and provide proof of tax payment.

8. Managing Vendor and Project Team Inquiries

9. The officer needs to address inquiries from both vendors and internal project teams.

10. This could involve answering questions about payment status, invoice discrepancies, or providing additional documentation related to payments. Maintaining positive relationships and clear communication is crucial for smooth operations.

III. Maintaining Accounting Files

1. Organized Filing of Check Vouchers and Supporting

2. Documents
   This task is about maintaining a systematic filing system for check vouchers, invoices, payment receipts, contracts, and any other relevant supporting documentation.

3. Proper organization ensures that records can be easily accessed for audits, internal reviews, and compliance purposes. It also supports transparency and accountability within the financial department.