簡介
The Administrative / Billing Support Specialist will have the following primary responsibilities in these key areas of operations:
A. Accreditation Support
- Creates and maintains all Service Engagement Contracts and ensures timely filing and e-keeping in the designated shared drive
- Ensures all newly accredited contractors and freelancers’ application and accreditation requirements are received on time and electronically kept in the agreed shared drive
- Ensures all contractor and reference checks and documentations are received on time
- Ensures agreed accreditation workflow is updated and complied with
- Updates as necessary and when applicable, all relevant contractor /client accreditation instructional documents
- Coordinates with the bank contact persons for pay enrolment
- Handles admin onboarding of new hires
B. Billing and Admin
- Serves as the point person for all contractor billing & client payment concerns within a 2-day turn-around acknowledgement/ response time
- Ensures timely processing and payment of all contractor billing and invoices (reimbursements, liquidations etc) within the 3-day turn-around processing time
- Ensures all client invoices are billed and collected on time within the agreed billing and collection cut-off
- Ensures all required Contractor official receipts are received and electronically filed and the physical copies are obtained before the monthly closing of the books
- ON TIME escalation to the Operations Manager for all billing issues and areas of potential concern for all contractor and client financial transactions
- Liaises with the external accountant for the ON TIME filing and payment of all tax returns based on the filing due date per tax type
- Performs and maintains basic bookkeeping for all business-related financial transactions
- Maintains and updates a basic book of accounts
- Prepares a monthly P& L financial report in coordination with the accountant
- Organize and maintain files and databases in a confidential manner
- Collects past due invoices and accounts receivables
- Coordinates with Bank contacts for assistance on the corporate bank account/s
C. e-Filing of tax return receipts and documentations
- Ensures on time filing of tax returns in coordination with the accountant
- Ensures all tax return receipts and BIR confirmation is filed electronically and safekept in the designated shared folder
- Updates and monitors tax calendar filing
D. Admin support to the core team
- Schedule and coordinate staff and contractor meetings and do minuting where required
- Organize and maintain files and databases in a confidential manner
- Support the in preparation of presentations, reports, documentary requirements, etc.
- Help develop effective systems and workflows with the core team to ensure the smooth operations of the business.
- Maintaining a coordinated overview of all office systems and applications ensuring their effective running and development.
- Proper filing and record-keeping of electronic or digital records, documents, and reports.
- Reading and analyzing incoming e-memos, submissions, and distributing them as needed.
- Booking and making travel arrangements and accommodations.
- Help in preparing and submitting expense reports.