
Admin and Finance Assistant
1 week ago
Finance & Administrative Assistant
Overview
Provides day-to-day finance, admin, and logistics support for events and office operations. Handles vehicle scheduling, freelancer/employee talent-fee computations, receipt collection for tax, and basic procurement/records.
Key Responsibilities
A. Finance & Payroll Support
Prepare and compute talent fees for freelancers and employees (agreed rates, OT, per diems, deductions, advances).
Apply withholding tax per engagement; prepare summary for filing and coordinate issuance/collection of BIR Form 2307 when applicable.
Collect and verify official receipts/invoices supporting talent fees and event expenses; ensure names/TINs, dates, and amounts match.
Maintain petty cash log, liquidations, and reimbursement packets with complete supporting documents.
Encode transactions into the accounting tracker; assist in monthly closings and SOA follow-ups.
B. Vehicle & Logistics Scheduling
Manage the daily schedule of vehicle requests (drivers, vans, trucks): create booking sheet, confirm call times, destinations, and fuel/parking needs.
Coordinate logistics runs for pickups/deliveries, rentals, and warehouse movements; monitor load lists and PODs.
Track mileage, fuel receipts, tolls, and maintenance schedules; file trip tickets and expense reports.
C. Administrative Operations
Maintain staff rosters, timesheets, and attendance (including event deployments).
Prepare PRs/POs, canvass suppliers, and assist with vendor accreditation and contract filing.
Keep orderly digital/physical files: contracts, IDs, clearances, permits, ORs/SIs, and event documents.
Support HR/Recruitment for freelancers (requirements, onboarding packets, IDs).
D. Event Support (as needed)
On-site assistance for sign-ins, cash advances, talent payouts, and documentation.
Post-event reconciliation of expenses, receipts, and logistics returns.
Qualifications
Graduate of Accounting/Finance/Business or equivalent; 1–3 years admin/finance experience (events/exhibits a plus).
Proficient in Excel/Google Sheets (pivot, SUMIFS, data validation); familiar with bookkeeping tools is an advantage.
Strong coordination, attention to detail, and ability to meet tight event timelines.
With valid ID and willingness to do occasional fieldwork/OT during events.
Tools & Templates Used
- Google Workspace (Sheets, Drive, Calendar), Trip Ticket & Vehicle Booking Sheet, Liquidation Form, Talent Fee Computation Sheet, 2307 tracking log.
KPIs
100% complete receipt collection for talent fees and event spend within 3 working days post-event.
Zero late talent-fee payouts vs. agreed timelines.
On-time vehicle dispatch rate ≥ 98%; complete trip documentation within 24 hours.
Accurate monthly finance encoding (≤ 1% error rate on audits).
Work Schedule & Reporting
Mondays–Friday as needed by events; core hours 9:00 AM–6:00 PM, with OT during builds/shows.
Reports to: Finance Officer / Operations Manager; works closely with Logistics Lead and Project Managers.
Job Type: Full-time
Pay: From Php20,000.00 per month
Benefits:
- Company events
- Opportunities for promotion
- Paid training
- Pay raise
- Promotion to permanent employee
- Staff meals provided
Language:
- English (Preferred)
Work Location: In person
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