Accounting assistant

Reports To: General Accountant / Managing Director

The Accounting Assistant also maintains organized financial records and assists in safeguarding company assets through established internal controls.

1. Accounts Payable Processing

• Receive, record, and monitor all endorsed payable documents, including:
• Review and verify supporting documents for completeness, accuracy, and proper authorization.
• Verify computations of invoices, billing statements, taxes, withholding taxes, and other applicable deductions.
• Coordinate with requesting departments to resolve discrepancies, incomplete documents, or required corrections.

◦ Petty Cash Replenishment Requests

◦ Subcontractor Payment Endorsements

◦ Purchase Order (P.O.) Endorsements

◦ Payroll-Related Payment Requests

1. Accounting System Management

• Encode verified payable transactions into the ODOO Accounting System accurately and on a timely basis.
• Generate and print Payment Vouchers and related accounting documents.
• Ensure proper recording and ongoing maintenance of all accounting data within the system.

1. Payment Preparation and Processing

• Prepare payment summaries for management review and approval.
• Assist in the preparation of checks and online payment instructions.
• Prepare BIR Form 2307 and other required tax-related documents.
• Process approved online payments through authorized banking platforms.
• Maintain accurate records of payment confirmations and transaction reference numbers.

1. Supplier and Vendor Coordination

• Communicate with suppliers, subcontractors, and payees regarding payment schedules, check availability, and fund transfer confirmations.
• Respond to payment-related inquiries in a professional, accurate, and timely manner.

1. Verification and Internal Control

• Verify payee information, payment amounts, and payment methods prior to release.
• Ensure strict compliance with company policies and internal control procedures.
• Maintain confidentiality of all financial records and banking information at all times.
• Assist during internal and external audits by providing required documents, schedules, and reports.

1. Filing and Records Management

• Organize and maintain payment vouchers, invoices, official receipts, tax documents, and other supporting records.
• Ensure all financial documents are properly filed and readily accessible for audit and reference purposes.
• Maintain accurate and up-to-date accounting files and databases.

1. Tax Compliance Support

• Assist in the preparation and monitoring of tax-related requirements, including withholding taxes, expanded withholding taxes (EWT), and other applicable obligations.
• Prepare and issue BIR Form 2307 (Certificate of Creditable Tax Withheld at Source) to suppliers and service providers.

1. Other Duties

• Perform other accounting and administrative tasks as may be assigned by management from time to time.