Admin and Finance Assistant

1 week ago

Las Piñas, National Capital Region, Philippines Evenements Asia Co. Inc Full time ₱200,000 - ₱240,000 per year

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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