branch operations assistant

JOB SUMMARY

Generally responsible for booking of Sales and reports related to sales production and recruitment.  In charge of monitoring all the company's receivables and improving the Collection Efficiency Ratio. Computes and posts buyer's payments. Processes and reviews all accounts and send Collection Notices to Buyers.Provides assistance to buyers and agents coordinates matters related to branch sales activities. Release checks to contractors and suppliers. Assist Head Office in other report requirements.

DUTIES AND RESPONSIBILITIES

Accounting:

• Computes and prepare commissions schedule
• Prepares petty cash vouchers of commissions, incentives & other marketing expenses
• Entertains inquiries about commissions and buyers' account
• Prepares Schedule of JV, Broker & other Monthly Remittances
• Prepares Monthly Lot Inventory Report
• Checks and  Prepares Request for Payment(RFP) for Petty Cash disbursed by the Cashier
• Prepares RFP for Monthly, Quarterly, and Annual due for Office/Site Light and water consumption, Telephone and Internet Bill, Office Rental and Governmental taxes and fees.
• Process the Annual Renewal for Bus. Permits, Real Property Taxes & BIR Registration

Administrative and Marketing:

• Prepares Request for O.C.O with Statement of Final Liquidation and copy of the BLC together with the latest and updated Buyer's Information Sheet
• Responsible for sales booking
• Prepares Sales Production Report  (DSPR, WTD, MTD, &  YTD)
• Prepares Salesforce Database
• Provides all reportorial requirements of Marketing Services Section
• Requests & controls release of sales materials
• Files copy of marketing documents such as RA's, PAS & others
• Updates production board and bulletin board
• Updates Sectional map, Inventory and Price to Sales booking system
• Assists in all company initiated sales and corporate activities
• Assists the Marketing Services Section in all seminar / activities of the branch
• Assists in branch meetings, take minutes and provides copy to SVP Proponent, Marketing Services Section & Sales force
• Assist Marketing in local requirements for research, data gathering and conduct of interview when needed
• Coordinates with SVP Proponent/Marketing Services Section regarding schedule of activities in the branch
• Entertains telephone inquiries of clients and walk-in clients in the absence of an agent
• Prepares request for budget for branch activities and makes sure of the availability of fund before the scheduled activity
• Confirms with all local sales force on participation in seminars and activities to be reported to Marketing Services Section. Secures and submits attendance records in seminars & in all marketing activities
• Provides assistance & coordinates with Marketing Services Section in all marketing related requirements of buyers & sales force
• Informs sales force regarding promos, incentives, memorandum & sales and marketing activities
• Seeks directives from Marketing Services Section for calendar of activities, pre-activity preparations, budget and manpower requirements
• Responsible for monitoring of all fixed assets & office supplies and coordinates with Head Office for requisition of repairs
• Accurately computes buyer's due payment [principal, interest, and surcharge/penalty] and completely fill-up the Computation Slip Form as basis of the Cashier for the issuance of Official Receipt.
• Maintains and updates Buyer's Ledger Card (BLC) upon every payment.  To create Excel Format of the BLC in tandem with the ledgers in the RA System for easier reconciliation of payments and faster monitoring of account status.
• Organizes and files all documents related to the Buyer's Account, which includes the following; Reservation Application, Buyer's Information Sheet, Sales Booking Notification Form, Buyer's Ledger Card, Congratulatory Letter, Offer to Buy, Letter of Request, Debit Memo/Credit Memo (DMCM), Notices of Collection, Interment Order and etc.
• Prepares Sales Booking Notification Form upon booking
• Prepares and process the printing of Congratulatory Letter for the buyer to sign and must give the original copy to buyer which will serve as a reminder of their monthly dues/obligations.
• Prepares and process the printing of Offer To Buy (OTB) for buyer to sign. To ensure that the buyers' OTB is duly signed by the Chief Operating Officer.
• Monitors & request OTB form & Buyer's Passbook
• Coordinates with the Cashier if there's a Returned Check transaction and to make necessary adjustment on the BLC upon cancellation of Check Payments.
• Prepares Buyer's Statement of Account and Payment Information.
• Pre-audits Report of Buyer's Ledger Card (BLC) six (6) monthsprior to full payment of the account and forwards copy of the BLC to Head Office for verification and checking of Outstanding Balance.
• Assists and facilitates Billing & Collection related request of Buyers and Agents and forwards necessary documents to Head Office for review and approval
• Interacts with clients and administers payment reminders for regular & delinquent buyers via phone calls or text messages
• Notify customers of their delinquent accounts and recommend payment options/terms to update their accounts and persuade them to pay amount due on time.
• Sends Monthly Back-up of RA System to Head Office
• Maintains and updates Database Management Report
• Generates Monthly Sales Schedule and prepares Collection Efficiency
• Checks and monitors all delinquent and inactive accounts thru Aging of Accounts Receivables
• Matured/Overdue Option Sales

• Accounts Receivables in Arrears

• Others:

• Transmits files/documents to Head Office

• Performs other related tasks as may be assigned by the Immediate Superior.