Bookkeeping Assistant

Overview of the Role

The Bookkeeping Assistant is responsible for executing accounts on payable processes and supporting Government compliance, ensuring accurate, timely, and compliant financial transactions. 

The role operates in a high-volume back-office environment, focusing on AP processing, transaction accuracy, and proper documentation, while supporting higher-level review and compliance activities. 

Main duties include:

AP Processing & Execution 

• Process supplier invoices with correct:  

• Account coding 

• VAT and withholding tax treatment 

• Ensure completeness and validity of supporting documentation 

• Record liabilities accurately in the accounting system 

Supplier Reconciliation 

• Prepare supplier reconciliations 

• Identify discrepancies between supplier statements and AP ledger 

• Follow up missing invoices or mismatches 

Payment Preparation 

• Prepare payment schedules and summaries 

• Ensure all payments are properly documented 

• Coordinate with Expert/Lead for review and approval 

AP Issue Handling 

• Resolve routine issues such as:  

• Missing documents 

• Invoice mismatches 

• Escalate complex issues (tax, disputes) to Expert 

• Ensure proper documentation of all issues 

Tax Computation Support 

• Assist in computation of:  

• VAT 

• Withholding Tax (EWT) 

• Ensure proper application of tax rates 

Report Preparation 

Prepare: 

• BIR Supplier reports 

• Withholding tax schedules 

• Supporting tax reports 

Documentation Compliance 

• Ensure completeness of:  

• Official Receipts (ORs) 

• Sales and purchase invoices 

• Maintain audit-ready documentation 

Bookkeeping & Reconciliations 

• Perform bank and AP-related reconciliations 

• Ensure accurate transaction coding 

• Maintain updated and complete records 

Month-End Support 

• Assist in AP closing activities 

• Ensure completeness of expense recording 

• Support preparation of schedules and reports 

Petty Cash Management 

• Act as custodian of petty cash fund, ensuring proper safekeeping and control 

• Process petty cash transactions including:  

• Disbursements for minor operational expenses 

• Reimbursement of approved expenses 

• Ensure all petty cash transactions are:  

• Supported with valid receipts/documents 

• Properly approved prior to disbursement 

Petty Cash Monitoring & Replenishment 

• Maintain petty cash logbook/register with complete transaction details 

• Monitor petty cash balances and ensure sufficient funds are available 

• Prepare petty cash replenishment summaries with complete supporting documents 

• Submit replenishment requests for review and approval 

Petty Cash Reconciliation 

• Perform periodic (weekly/month-end) petty cash reconciliation 

• Ensure:  

• Physical cash + receipts = recorded balance 

• No discrepancies or unsupported transactions 

• Investigate and resolve minor variances; escalate if needed 

Petty Cash Compliance & Controls 

• Ensure adherence to company petty cash policies and limits 

• Maintain organized, audit-ready petty cash documentation 

• Prevent misuse by ensuring proper authorization and documentation 

• Bachelor’s degree in Accounting, Finance, or related field 

• 1–3 years bookkeeping experience 

• Experience in AP processing and tax support preferred 

• Knowledge of Philippine tax basics (BIR) 

• Work experience related to accounting and tax is an edge 

• Proficiency with computers and hands-on experience with MS Excel and accounting software, experience using Xero is preferred 

• Customer service 

• Good attention to details 

• Office administration and clerical work. 

• Good calculation skills in relation to Bank Reconciliation, Balancing & etc. 

• Competitive salary and performance-based bonus opportunities
• 500K per incident HMO coverage + Dental & Optical benefits 
• 2-week paid Christmas vacation
• Referral bonuses
• Opportunities for professional development and career advancement
• Supportive and collaborative work environment

• Fixed Schedule of Mon-Fri from 7 AM to 4 PM