Administrative Assistant/Billing Support Specialist

• 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

• 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

• 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

• 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.

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