Accounting Assistant - Receivables - Centro Spatial Davao and One Oasis Cebu

Job Summary

Provided temporary accounting support as a reliever for Receivables and Payables functions, ensuring continuity of daily accounting operations during staff absence or transition. Responsibilities included timely preparation of SOAs, monitoring of collections and receivables aging, processing of payable vouchers and disbursements, preparation of monthly reports, bank reconciliation, BIR filing monitoring, and maintenance of accurate and updated accounting records for assigned Condominium Corporations and Homeowners Associations.

Duties and Responsibilities

DESCRIPTION OF FUNCTIONS40%KEY ACCOUNTABILITY 1 - Processing of Payments• Process timely the payables of the handled project to its third party-suppliers of services and goods including thepayment of all government agencies payables.• Process and monitor petty cash fund (PCF) replenishment and ensure that all petty cash vouchers (PCVs) aresigned by authorized signatories.• Ensure that all payable for payment processing including PCF replenishments are with complete supportingdocuments and endorsed for payment by respective Building Manager.• Monitor cash balances of the Condominium Corporations/HOAs and prepare weekly cash flows/cash positionreport before releasing checks to third party contractors.• Ensure that all government agencies’ payable shall be paid on or before the due date to avoid penalties.KEY ACCOUNTABILITY 2 – Maintenance of Books of Accounts and Preparation of Financial Reports• Maintain an up-to-date, accurate and reliable book of accounts and records.• Prepare monthly bank reconciliation statements and clear reconciling items and report immediately noteddiscrepancies to immediate superior for action.• Prepare financial reports with complete supporting schedules.• Prepare monthly variance analysis with a brief explanation of significant variances noted.• Coordinate with the Billing Assistant, Administrative Assistant/Cashier in connection with the Condominium/HOAfinancial transactions handled.• Submit financial reports to Operation and assist in the financial requirements of the Building Manager asnecessary.• Assist in the preparation of Annual General Membership Meeting of Condominium Corporation/HOA.• Assist in the annual financial audit of Condominium Corporation by providing necessary audit schedulerequirements.• Attend to concerns of members of the Board of Trustees in relation to financial status of the CondominiumCorporation/HOA• Provide financial support to Building Manager such as but not limited to analysis of expense accounts, cashposition and cash flow and assist in the budget preparation of the handled project.

DESCRIPTION OF FUNCTIONS

KEY ACCOUNTABILITY 1 – SOA preparation, releasing and collection of Dues

· Prepare and timely send/release correct SOA for unit owners/tenants

· Responsible in the reconciliation of ledger balances of each unit owner including developer’s unsold/unturnover

units for correct issuance and preparation of SOA

· Ensure that collections are properly applied to unit’s outstanding balances

· Implement collection efforts of the handled project such as but not limited to issuance of collection notices and

call-outs to unit/lot owners upon deployment to project site

KEY ACCOUNTABILITY 2 – Preparation of reports

· Monitor, update and maintain complete and correct receivable ledger for each unit owners.

· Prepare monthly detailed aging analysis of receivable and collection efficiency reports for submission to

Operation’s Group (Building Manager, Area Manager)

· Assist the Building Administration on its reporting requirements to the Management and to the Board of Trustees.

KEY ACCOUNTABILITY 3 -Attends to unit owners' concerns

· Check Daily Collection Reports of the Administrative Assistant/Cashier prior to posting of collections to ensure that

payments are credited to bank. Inform immediate superior for any noted discrepancy for proper action.

· Encode collections in the system while the system is not yet deployed in the project site; properly allocate the

payment to the account balance of the unit owner

· Attend to unit owners/tenants complaints/queries, if there's any.

· Received from the Operation Assistant the Evaluation/Recommendation Form for the request to waive penalties

and association due for validation of the outstanding balance and penalty for waiving

KEY ACCOUNTABILITY 4 – Other task

· Other tasks that may be assigned from time to time.

Technical Competencies and Skills

Competency 1 – Can use Microsoft Office on his/her work, Competency 2 - Analyze accounting, financial or other quantitative dataCompetency 3 – With knowledge in Basic Accounting, Competency 4 – Responsible and with sense of urgency

Education, Trainings and Licenses Required

Must have at least one (1) year experience in Financial Reporting/Bookkeeping, Preferably BS Accountancy Graduate