Accounting Assistant

The Finance Assistant plays a vital role in supporting the company's day-to-day financial operations by ensuring accurate, timely, and compliant execution of routine accounting and project finance tasks. This role is essential in maintaining financial accuracy through the preparation of billing documents, cheque disbursements, petty cash and project reconciliation reports (PCPR), and monitoring of labor and material costs. The Finance Assistant also supports compliance with regulatory requirements and coordinates closely with internal teams, vendors, and service providers to facilitate smooth financial workflows. By contributing to both administrative and operational areas of financial management, the Finance Assistant strengthens the organization's fiscal discipline, accountability, and project execution efficiency.

KEY RESPONSIBILITIES AND ACCOUNTABILITIES

1. Finance and Accounting
   
   a. Financial Records:

2. Accurately record and maintain financial transactions in the accounting system, ensuring all records are updated and in compliance with internal policies and regulatory standards.

3. Payroll Recording: Record payroll transactions accurately and ensure proper compliance with government regulations and company guidelines.

b. Accounts Payable (AP):
- Process and verify invoices, purchase orders, and expense reports.
- Ensure timely payments to vendors, subcontractors, and other creditors.
- Prepare, record, and release cheques for approved disbursements, ensuring complete documentation and proper acknowledgment of receipt.

c. Accounts Receivable (AR):

• Assist in monitoring the timely collection of client payments.
• Prepare and send billing statements; follow up on overdue accounts and address client billing inquiries.
• Draft accurate sales invoices based on approved transactions, ensuring completeness and timely issuance.

d. Compliance and Regulations:

• Support the organization in complying with applicable local and national financial regulations.
• Assist in preparing financial reports and documentation required by regulatory bodies.

e. BIR 2307:

• Prepare and file BIR Form 2307 to ensure compliance with tax regulations.
• Coordinate with vendors and subcontractors to collect necessary supporting documents.

f. Vendor Management Assistance:

• Assist in managing relationships with vendors and service providers, including accountants and consultants.
• Coordinate payment schedules and ensure complete documentation for all services rendered.

g. Documentation and Record-keeping:

• Maintain a well-organized filing system for financial documents, ensuring records are secure and accessible for audits and reviews.

• Project Budget Management and Audit (Reporting)

• Petty cash and Project Reconciliation (PCPR) - Record and reconcile petty cash and project cash flow (PCPR) transactions to ensure accuracy, completeness, and timely reporting.

Prepare and secure acknowledgment receipts for all cash and cheque disbursements to document proper fund release.

1. Operational Support

2. General Financial Support:

3. Provide administrative assistance to finance-related tasks such as scheduling meetings, preparing correspondence, organizing files, and responding to inquiries from internal and external stakeholders.

4. Stakeholder Coordination:

5. Act as a liaison for stakeholders involved in financial aspects of project operations, promoting clear communication and timely resolution of issues to ensure project milestones are met.

EDUCATIONAL ATTAINMENT AND WORK EXPERIENCE:

1. Bachelor's degree in Finance, Accounting, Business Administration, or a related field.
2. Minimum of 1-2 years of experience in a finance or accounting role, preferably in the construction industry, with basic understanding of Philippine tax laws and regulations.
3. Proficiency in accounting software and MS Office Suite (particularly Excel).