Accounting Clerk

Job Summary:

The Accounting Clerk – Invoice is responsible for preparing, processing, recording, and monitoring sales invoices for multiple partner accounts. The role ensures that invoices are prepared accurately, submitted on time, and properly recorded in the accounting system. This position requires close coordination with internal teams and external partners to support timely collections and maintain updated accounts receivable records.

Key Responsibilities:

1. Invoicing Preparation & Processing

· Review customer orders, contracts, and delivery receipts to verify billing details.

· Ensure accuracy of client information, pricing, discounts, and payment terms.

· Gather supporting documents such as purchase orders, delivery receipts, or service completion reports.

Processing

· Prepare invoices using the prescribed manual or system template.

· Encode and double-check invoice details for correctness before issuance.

· Issue invoices in a timely manner based on the agreed billing cycle (e.g., every 1st week of the month).

· Maintain proper filing and documentation of all issued invoices for audit and reference purposes.

Follow-up & Coordination

· Coordinate with sales, operations, and accounting teams for any clarifications or discrepancies.

· Monitor outstanding receivables and ensure prompt follow-up with clients for payments.

· Provide regular reports to Accounting Supervisor/Manager on billing status and collections.

2. Coordination & Submission

Coordination

· Communicate with sales, warehouse, and operations teams to ensure all billing documents (e.g., delivery receipts, sales orders, purchase orders) are complete and accurate.

· Liaise with clients for confirmation of invoice details, billing requirements, and other necessary documentation.

· Coordinate with the Accounting Supervisor/Manager for any invoice discrepancies, corrections, or special billing instructions.

Submission

· Submit invoices and required supporting documents to clients within the prescribed schedule (e.g., every 1st week of the month).

· Ensure proper acknowledgment of receipt from clients (e.g., signed receiving copy or confirmation email).

· Maintain accurate records of all submitted invoices for tracking and audit purposes.

· Provide timely updates and reports on invoice submissions and pending client acknowledgments.

3. System Recording & Monitoring

Recording

· Accurately encode all issued invoices into the company's accounting system/software.

· Record client payments, collections, and adjustments in a timely manner.

· Ensure completeness of digital records, including scanned copies of invoices and supporting documents.

Monitoring

· Regularly review Accounts Receivable aging reports to track outstanding balances.

· Monitor client accounts for overdue payments and coordinate follow-ups with the concerned department.

· Generate periodic reports (daily, weekly, monthly) for submission to Accounting Supervisor/Manager.

· Identify discrepancies, errors, or inconsistencies in records and take corrective action immediately.

4. Compliance & Documentation

Compliance

· Ensure that all invoicing, recording, and collection activities comply with company policies, accounting standards, and regulatory requirements.

· Safeguard confidentiality of financial data and client information in line with data privacy policies.

· Adhere to internal controls and audit requirements to minimize risks and discrepancies.

Documentation

· Maintain organized and up-to-date files of invoices, receipts, and other supporting documents for easy retrieval and reference.

· Secure both physical and digital records in accordance with company filing systems and retention policies.

· Provide necessary documents during audits, financial reviews, or management requests.

· Archive completed transactions properly to ensure compliance with audit and statutory requirements.

Work Conditions:

· Office-based role with occasional coordination via email and phone with external partners.

· May require extended hours during month-end or peak invoicing periods.

Qualifications:

· Bachelor's Degree in Accounting, Finance, Business Administration, or a related field (preferred but not required).

· At least 1–2 years of experience in invoicing, accounts receivable, or general accounting.

· Proficiency in MS Excel and basic knowledge of accounting systems.

· Strong attention to detail and accuracy in data entry and documentation.

· Good organizational and time-management skills.

· Ability to coordinate with different teams and external partners professionally.

· Can work Monday to Friday (7:00am to 5:36pm) compressed schedule

· Amenable to work at New Manila, Quezon City

Job Type: Full-time

Pay: Php19, Php21,000.00 per month

Benefits:

• Employee discount
• Opportunities for promotion
• Pay raise
• Promotion to permanent employee

Experience:

• Sales Invoice: 1 year (Preferred)
• Accounting software: 1 year (Preferred)
• MS Excel: 1 year (Required)

Work Location: In person