Administrative & Accounting Assistant

Main Duties and Responsibilities:
ADMINISTRATIVE:
- Attends and receives all incoming and outgoing calls.
- Receives, sorts and distributes all office forms, letters & memos.
- Prepares canvass sheet of supplier's quotations.
- Carry out administrative duties such as printing, filing, encoding, scanning etc.
- Maintains and updates contact lists.
- Develops and maintains filing system.
- Orders office, technical, housekeeping, event & medicine supplies.
- Sourcing & obtaining quotations from suppliers.
- Prepares Purchase Orders for material request.
- Prepares and assists in the preparation of regular reports.
- Conducts monthly inventory count of office, technical, housekeeping, event & medicine supplies.
- Assists in the monthly inventory count of fire extinguisher, emergency light, fire exit signage & fire house cabinet for common area & inside unit.
- Providing Security with pre-numbered visitor's log sheet forms, work permit & gate pass forms.
- Securing reports from Security Department such as Daily Security Report, Work Permit & Gate Pass.
- Provides and updates unit tenant's information sheet & list of employees.
- Posting & updating of Lobby Bulletin Board of business permits & licenses.
- Supports and assists in Event Hall activities.
- Performs other functions as directed by the Property Manager and the President.

ACCOUNTING:
A. Billing and Collection
1. Preparation of billing.
2. Ensure proper handling of billing.
3. Prepare the computation for monthly billing such as unit's individual water and power consumption and other billable charges.

B. Bookkeeping and Documentation
1. Assists in compliance on remittances and submission of reports to the different government agencies:
a. Prepare monthly remittance to SSS, Pag-ibig, Philhealth on or before 7th of the month.
b. Prepare and file monthly BIR FORM 1601-C and FORM 0619-E thru eFPs on or before 10th of the month.
c. Prepare Quarterly Alphalist of Payees (QAP) for BIR Data Alphalist Entry; Validate Alphalist and email to BIR esubmission; File thru eFPs BIR FORM 1601-EQ on or before 10th of the month after the end of each quarter.
d. Prepare summary and file monthly BIR Form VAT 2550M on or before 20th of the month.
e. Prepare and encode Sales and Purchases to BIR Relief System and email to BIR esubmission and file thru eFPs FORM VAT 2550Q on or before 25th after the end of each month.
f. Prepare Summary of Alphalist of Withholding Taxes (SAWT) and encode to Alphalist Data Entry and file FORM 1702Q thru eFPs on or before 25th of the following month of the quarter.
g. Renewal of Registration FORM 0605 on or before 30th of January.
h. eFiling of Alphalisting 1604-CF on or before 31st of January.
i. eFiling of Alphalisting 1604-E on or before February 28.
2. Maintains proper filing of the following Books of Accounts and Financial Reports:
a. Cash Disbursement Voucher
b. Accounts payables Voucher
c. Billing & Collection
d. Company's BIR Registered Activities & SSS, PHIC, HDMF

C. Other Accounting Works
a. Prepares Purchase Orders for material request.
b. Prepares and assists in the preparation of regular reports.
c. Handles & replenish Petty Cash fund.
d. Assists in bank deposit of collections & utility bill payments.
e. Prepares request slip for payment approval.
f. Assists in checking & summarizing service provider's billing.
g. To perform other functions as directed by the Property Accountant.

Qualifications:
- Bachelor’s degree in Accounting or finance or equivalent is required
- Has at least 2 years of administrative assistant or equivalent
- Clear knowledge in bookkeeping and standard accounting principles
- Excellent analytical skills to manage large amount of data
- Strong computer skills especially MS Excel (Spreadsheet)
- Experience with Accounting Software will be an advantage (i.e. Quickbook, SAP, Peachtree)
- Ability to prioritize work

Job Types: Full-time, Permanent