Administration & Accounts Assistant

Job Title: Administration & Accounts Assistant

Location: Mandaluyong

Shift: 7AM - 4PM PH Time, Monday to Friday

Work Arrangement: Onsite

UNLOCK YOUR POTENTIAL AT TOA GLOBAL

At TOA Global, we are passionate about helping professionals thrive in their careers, businesses, and communities. With a global presence spanning Australia, New Zealand, North America, the Philippines, South Africa, and South America, we empower accounting professionals by providing world-class opportunities and support.

ABOUT THE ROLE:

Primary Purpose:

The primary purpose of the Administration & Accounts Assistant position is to provide the highest level of accounting and administration support to enable the store to exceed customer expectations and support meeting the overall store performance levels.

Duties & Responsibilities:

The duties & responsibilities within this position include, but are not limited to, the following;

Accounts Payable

• Ensure EDI invoicing process run smoothly daily and accurately
• Assist and liaise with Receiving queries to ensure goods received/returned in a timely manner
• Process non-EDI supplier invoices daily, match credit notes with claims.
• Process any ad hoc/overhead invoices and supplier's rebates
• Process and reconcile company credit card monthly, ensure receipts are provided and matched with statement.
• Ensure relevant GL code is entered and PO are processed and invoiced
• Liaise with suppliers regarding credit claims, orders discrepancy
• Ensure suppliers' information are up to date in Pronto.
• Follow up with suppliers claims.
• Process new suppliers account application
• Inform receiving/store managers/back office account manager with new suppliers
• Ensure suppliers subledgers are up to date
• Reconcile suppliers' statements monthly and aged creditors trial balance ensure data integrity
• End of Month reconciliations

Accounts Receivable

• Process credit account applications for new customers, check trade references and ASIC register. Liaise and inform sales manager/owner/back office accounts manager of potential new customers and the payment terms
• Ensure customers' information are up to date in Pronto
• Assist with customers accounts' enquiries i.e. copies of invoices/statements.
• Assist to follow up on overdue accounts. advise issues with any debtors (including accounts that are over the credit limits)
• Assist with Suppliers rebates claims and reconciliations.

Banking

• Ensure bank reconciliations are completed daily and up to date with no unresolved items.
• Reconcile cash drawers and report on cash variances

Administration

• Maintain an effective filing and document retention system
• Assist with order store suppliers. i.e. drinks/confectionary
• Order warehouse/office supplies i.e. uniforms, business cards, stationaries, staff amenities, IT equipment
• Assist with freight organising
• Maintain Uniform register/supplier's portal login details
• Answer calls, draft and send email correspondence, assist with meetings and minutes taking when required.
• Assist in co-ordinate insider events and other company events
• Other duties as required

General

• Follow all company policies and procedures.
• Undertake training as provided by store and suppliers.
• Other tasks as designated from time to time.

ABOUT YOU:

Qualifications:

• Bachelor's degree in accounting or related field

Experience:

• Minimum 3 years Bookkeeping and Office Administration experience
• Full function of accounts payable and accounts receivable
• Experience with Pronto accounting software is preferred but not essential

Skills:

• Intermediate to Advanced MS Office skills
• Deadline and result driven
• High level of attention to detail
• Organised, methodical and process driven
• Professional written and verbal communication
• Excellent time management skills
• Ability to multitask and work flexible hours

Equipment/Software used:

• Microsoft Office Suite
• Pronto Software / ERP Accounting Software
• PC / Laptop
• Microsoft TEAMS