Admin Bookkeeper

Job Summary

The Admin Bookkeeper is responsible for providing both administrative and bookkeeping support to ensure the efficient operation of the company. This role involves maintaining accurate financial records, monitoring daily transactions, assisting with payroll and government compliance requirements, and supporting general office administration. The ideal candidate is highly organized, detail-oriented, and capable of handling multiple responsibilities while maintaining the confidentiality and accuracy of company records.

Key Responsibilities

A. Administrative Duties

• Provide comprehensive administrative and clerical support to management and various departments.
• Maintain and organize company records, files, and documents in both physical and digital formats to ensure easy retrieval and proper recordkeeping.
• Manage incoming and outgoing emails, phone calls, correspondence, and other communications professionally.
• Schedule meetings, appointments, interviews, and company activities while maintaining calendars and meeting arrangements.
• Prepare reports, memorandums, letters, presentations, and other business documents as required.
• Monitor office supplies, pantry stocks, and other administrative resources; coordinate procurement and replenishment when necessary.
• Coordinate with suppliers, service providers, contractors, couriers, and building management regarding operational requirements.
• Assist with HR-related administrative tasks, including attendance monitoring, leave tracking, employee records management, and documentation.
• Ensure the confidentiality and security of company records, financial information, and employee data.
• Support the planning and execution of company meetings, events, training sessions, and internal activities.
• Monitor office cleanliness, organization, and overall workplace functionality.
• Handle courier bookings, document deliveries, and other logistics-related transactions.
• Assist employees with administrative concerns and company-related requests.
• Perform other administrative, clerical, and operational duties assigned by management.

B. Bookkeeping Duties

• Record and maintain accurate and up-to-date financial transactions in the company's bookkeeping system.
• Prepare, process, and issue invoices, receipts, purchase orders, billing statements, and payment requests.
• Monitor and manage accounts receivable and accounts payable to ensure timely collections and payments.
• Reconcile bank statements, company accounts, and financial records regularly to ensure accuracy.
• Verify timekeeping records and assist in payroll preparation and supporting documentation.
• Monitor company expenses, reimbursements, petty cash funds, and expense reports.
• Prepare financial summaries, expense reports, cash flow reports, and other basic financial reports for management review.
• Maintain accurate records of sales, purchases, collections, and disbursements.
• Assist in processing and maintaining government compliance requirements, including SSS, PhilHealth, Pag-IBIG, BIR, and other statutory obligations.
• Organize, file, and safeguard financial documents for auditing, compliance, and reporting purposes.
• Coordinate with accountants, auditors, banks, and government agencies when required.
• Ensure all financial transactions are properly documented, supported, and compliant with company policies and accounting procedures.
• Assist management in monitoring budgets, operational expenses, and financial controls.

Qualifications

• Bachelor's degree in Accounting, Financial Management, Business Administration, or a related field.
• At least 1-2 years of experience in bookkeeping, accounting, finance.
• Knowledge of bookkeeping principles, financial reporting, and basic accounting procedures.
• Proficient in Microsoft Office applications (Word, Excel, PowerPoint) and WPS Office.
• Strong knowledge of Microsoft Excel, including formulas, spreadsheets, and reporting.
• Experience in handling payroll documentation and government compliance requirements is an advantage.
• Strong organizational, analytical, and problem-solving skills.
• High level of accuracy, attention to detail, and confidentiality.
• Excellent communication and interpersonal skills.
• Ability to work independently and manage multiple tasks effectively.
• Willing to work onsite and perform additional administrative tasks as required by the company.