POSITION
Account Assistant (Finance & Administration)
ORGANISATIONAL RESPONSIBILITIES
Reports to Manager, Finance & Administration
FUNCTIONAL RESPONSIBILITIES
Day To Day Routine
1. Posting of Invoices (From Suppliers)
- Creditors
- File the invoice under Outstanding File
2. Bank-in slip
- Update Bank
- Assign DD No.
- Update Debtors (Credit)
- Revenue must compute GST (No. Invoice)
- Confirmed Payment (For standing order to be updated by Accounts)
- File it
3. Payment Voucher
- Update Bank
- Assign PV No.
- Update Creditors
- File it
4. Update Daily Report to:-
- Client Billings (Print out and gives it to Admin Assistant for updating)
- Tel Listings (Pass it to Internal Relief for keying in to individual co charge)
- Check Database for payments and daily updates
5. For Termination:-
- Retrieved from the Daily Report or letter of Termination sent to us.
- Update last day of service. (Premature)
- Check outstanding with deposits to decide on the “urgency to collect”.
- Update Deposit under folders as below;
Deposit Worksheet
- Debtors/Deposit must tally with General Ledger.
Monthly Routine
1. Print Invoice Register
2. Update Debtor’s schedule to post to General Ledger (GL)
3. Update the sales’ invoice to SO/VO/PAS/BA for all SBUs.
4. Termination letter to “Tag along” deposit in red.
5. Cut & paste sales for the month to Debtors’ listing for the month.
6. To post to the General Ledger the following reconciliations;
- Bank Reconciliation
- Creditor Reconciliation
- Debtor Reconciliation
- Accrual Reconciliation
- Deposits Reconciliation
- Deferred Income (Copy & paste into deferred income)
7. Prepare Commission Reports for Salary
8. Prepare Spreadsheet for Salary
9. Must print it out and post it to General Ledger
10. Pick from deferred expenses or Invoice register for Database.
11. Type in Payment Voucher
12. Do CPF statement.
Quarterly Routine
1. Goods & Services Tax Submission
2. Archiving for GST is 10 years.
Fixed Assets
1. Required posting
2. Post to creditors, if not classified.
3. If classified under Fixed Assets, must post it to Fixed Assets file
4. Compute depreciation and post it to General Ledger
5. Reconcile Fixed Assets to General Ledger.
