Invoicing Specialist (Project-Based)

Job Title: Invoicing Specialist (Project-Based)

Position Overview:

We are seeking a detail-oriented and organized Invoicing Specialist to join our team on a project-based role. The ideal candidate will be responsible for handling accounts payable transactions, supporting invoicing processes, maintaining vendor records, and ensuring accurate financial documentation. This role will also involve assisting with the implementation of the new system through parallel testing, and ensuring compliance with internal policies and tax regulations.

Key Responsibilities:

1. Accounts Payable Management:

   • Monitor and record accounts payable transactions, ensuring accurate entry and timely processing.
   • Match and enter invoices for payment, ensuring all information is complete and correct.
   • Record receiving transactions and process credit memos and returns to suppliers.
   • Handle reimbursements and ASAP requests, ensuring they are accurately processed.
   • Manage adjustments on the POP module and process advances for liquidation.

2. Support for Branch Requests:

   • Process all PO/non-PO transactions and branch fund requests across all companies.
   • Record professional fees for all branches, ensuring accurate and timely posting.
   • Monitor and record utilities and allowances for each branch.
   • Track and manage excess charges in mobile billings, ensuring they are addressed promptly.

3. Vendor Maintenance:

   • Communicate with the Computerized Accounting System Officers to add new suppliers/payees to the Vendor Maintenance List.
   • Ensure necessary adjustments are made for suppliers, including VAT setup or changes to supplier information (e.g., name changes).

4. Reporting and Assistance:

   • Assist the Invoicing Officer with generating and compiling relevant reports as instructed.
   • Ensure compliance with the SOP on payables/disbursements and any other related manuals.
   • Assist in the preparation of schedules for financial statements (FS) and other reconciliation schedules or reports.
   • Provide support during parallel testing of the new accounting system, identifying issues and ensuring accurate functionality.

5. Transaction Entry and Payroll Support:

   • Prepare transaction entries for all issued advances for liquidation.
   • Prepare semi-monthly transaction entries for salaries and all related accounts.
   • Perform semi-monthly closing of commission payables entries for the Branch Accountant and related accounts.

6. Bill and Payment Processing:

   • Receive and review all bills and Requests for Payments from various departments and branches.
   • Assist in the preparation of checks and the manual entry of payments in the accounting system (GP).
   • Apply payments to corresponding invoices and update the system accordingly.

7. Tax and Compliance Support:

   • Maintain and update the Certificate of Registration (BIR form 2303) for proper tax identification and computation.
   • Assist in scanning and collating documents for BIR audit requirements.
   • Prepare year-end BIR form 2307 for tax reporting.

8. Manual Books and Reporting:

   • Update manual books of accounts as necessary and ensure accurate record-keeping.
   • Assist with VAT relief, alphalisting, and other tax-related documentation.

9. Other Responsibilities:

   • Perform other duties as assigned, including assisting the payables team during peak periods or as instructed.
   • Assist in the encoding of receipts for various liquidations and reimbursements.
   • Provide general support to the invoicing and finance teams during the transition to the new system.

Required Skills and Qualifications:

• Bachelor's degree in Accounting, Finance, or a related field.
• Proven experience in accounts payable, invoicing, or accounting support.
• Familiarity with accounting systems, including Microsoft Dynamics GP or similar software.
• Strong attention to detail and accuracy in data entry and financial record-keeping.
• Knowledge of tax regulations, including BIR forms and VAT compliance.
• Ability to work well under pressure and meet deadlines.
• Strong organizational skills and the ability to manage multiple tasks simultaneously.
• Excellent communication skills to interact with vendors, internal teams, and external auditors.

Preferred Qualifications:

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