Finance and Admin Assistant

MAIN PURPOSE OF THE JOB

The Finance and Admin Assistant serves as the coordinating personnel between the Sales Operations and Hexagon Group Management concerning admin/accounting requirements. It covers, but not limited, to Accounts Payables (trade and non-trade purchases), merchandise inventory, cost management or monitoring, cashiering, management of petty cash and/or revolving fund, Accounts Receivables (credit & collections and admin/payroll among others).

DUTIES AND RESPONSIBILITIES

Four Areas of Focus:

Accounts Receivables

  • Works with the Sales and Logistics Assistant to ensure customer payments are correctly posted and customer accounts are updated and/or current.
  • Does cashiering and handles/coordinates deposits of cash or cheque collections.
  • Confirms on system the deposit of payments and submit Collection Reports accordingly.
  • Monitors the aging of receivables from customers and provides timely reports of status of customers’ accounts.
  • Monitors and ensures completeness of tax certificates, i.e. BIR Form 2307 and other relevant documents from sales.
  • Remits and transmits all sales-related data to the Group accounting and admin and all other data to complete the financial statement and relevant reports.
  • Perform other tasks according to business goals and objectives.

Accounts Payables

  • Prepares requests for payment (RFPs) and ensure the completeness and compliance of documents as required for payment processing.
  • Verifies the receiving of items for trade including non-trade items.
  • Assists the Business Development Manager in some or minor purchasing (procurement) functions.
  • Perform other tasks according to business goals and objectives.

Merchandise Inventory

  • Conducts random (cycle) count of inventory and verifies with they system data in coordination with the warehousing team (Operations Supervisor)
  • Conducts mid-year and annual physical count with operations.
  • Processes all related transactions as may be required by the company’s Accounting
  • Perform other tasks according to business goals and objectives.

Office Administration

  • Keeps and maintains relevant reports and records of the company’s assets, sales, purchases and/or expenses.
  • Works with Group Accounting for the completeness of system downloads from operational system as against uploaded data on the financial system.
  • Support in timekeeping functions and preparation of data required by the Payroll section
  • Provides all appropriate reports related to finance, accounting and admin as may be required by the management at any time.
  • Perform other tasks according to business goals and objectives.

MINIMUM QUALIFICATIONS

  • Bachelor’s Degree of any business-related course, Accounting, Finance, Supply Chain, Production Management
  • At least 6 mos. of relevant experience in office or in operations (accounting and finance, inventory, audit or sales admin)
  • Fresh graduates as welcome to apply
  • Must be flexible in work locations or site assignments as required and according to business goals and objectives