Finance Associate

As a Finance Associate, you will oversee the company’s day-to-day finance activities, ensuring that financial transactions, records, payments, billing, and collections are accurately maintained and completed within required timelines. You will coordinate with internal teams, clients, vendors, and the external accounting team to address finance requirements, maintain proper documentation, support accounting and compliance needs, and help ensure the smooth and efficient flow of financial operations.

Payment Processing and Finance Requests

• Receive, review, and process payment requests submitted by the team
• Check that requests have complete supporting documents, approvals, invoices, and payment details before processing
• Prepare and organize weekly payment schedules based on the company’s payment policies and deadlines
• Coordinate payment approvals with management and authorized signatories
• Process payments to vendors, suppliers, employees, talents, contractors, and other payees
• Maintain accurate records of payment dates, reference numbers, proofs of payment, and outstanding requirements
• Send proofs of payment and other relevant documents to the appropriate recipients
• Monitor urgent and special payment requests and coordinate any necessary approvals or exceptions

Bookkeeping and Transaction Recording

• Record income, expenses, payments, collections, reimbursements, and other financial transactions accurately and promptly
• Maintain updated bookkeeping records, ledgers, trackers, and finance databases
• Properly classify transactions according to the appropriate account, project, client, department, or cost category
• Reconcile bank transactions, payment records, and internal finance trackers
• Monitor and document cash advances, liquidations, reimbursements, petty cash, and company card transactions
• Ensure that supporting documents are properly filed and linked to the corresponding transactions
• Assist in preparing regular financial summaries, expense reports, cash flow reports, and other management reports

Vendor and External Finance Coordination

• Serve as the primary finance point of contact for vendors, suppliers, contractors, talents, and other payees
• Respond to inquiries regarding payment requirements, payment status, invoices, official receipts, withholding tax certificates, and other finance-related matters
• Follow up on missing or incomplete invoices, official receipts, statements of account, and supporting documents
• Communicate payment schedules, documentation requirements, and company finance procedures clearly and professionally
• Maintain organized and professional communication records with external parties
• Assist with vendor onboarding and the verification of vendor and payment information. Internal Finance Support
• Serve as the main finance point of contact for employees and project teams
• Answer questions regarding finance procedures, payment requests, reimbursements, liquidations, billing, collections, and required documents
• Guide team members in properly completing and submitting finance requests
• Follow up on incomplete or pending finance requirements from the team
• Coordinate with project leads and management regarding budgets, payment priorities, project expenses, and other finance concerns
• Help ensure that internal finance policies, submission deadlines, and approval procedures are followed

Billing and Collections

• Prepare or assist in preparing client billing documents, invoices, statements of account, and supporting documents
• Monitor outstanding client receivables and maintain an updated collections tracker
• Follow up with clients regarding pending approvals, billing requirements, payment schedules, and overdue balances
• Coordinate with the internal project team to complete client requirements needed for billing and collection
• Record collections and update payment statuses once client payments are received
• Escalate delayed payments, disputed billings, or collection concerns to management when necessary

Accounting and Compliance Coordination

• Coordinate with the company’s external accounting team for bookkeeping review, tax filings, statutory submissions, and other compliance requirements.
• Prepare and submit complete transaction records and supporting documents required by the external accountants
• Organize invoices, official receipts, withholding tax documents, bank records, payroll information, and other accounting schedules
• Monitor deadlines for tax filings, statutory payments, permit renewals, and other regulatory requirements
• Assist in reconciling discrepancies identified by the external accounting team
• Maintain copies of filed tax returns, payment confirmations, reports, and other compliance documents
• Support audit, due diligence, and financial review requirements as needed

Financial Documentation and Record Management

• Maintain an organized digital filing system for financial documents
• Ensure that invoices, official receipts, proofs of payment, contracts, purchase orders, billing documents, tax forms, and supporting records are complete and easy to retrieve
• Maintain confidentiality of financial, employee, vendor, and company information
• Help improve finance trackers, templates, documentation processes, and internal workflows.
• Identify recurring finance issues and recommend practical process improvements

Other Responsibilities

• Assist in payroll preparation and employee-related finance transactions when required
• Support budget monitoring and project cost tracking
• Assist management with financial reports, schedules, and documentation
• Perform other finance, accounting, administrative, and operational tasks that may be assigned

Requirements

• Bachelor’s degree in Accounting, Finance, Business Administration, Management Accounting, or a related field
• At least 1-2 years of relevant experience in finance, accounting, bookkeeping, treasury, billing, or accounts payable/receivable is preferred
• Fresh graduates with strong academic, internship, or bookkeeping experience may also be considered
• Familiarity with basic accounting and bookkeeping principles
• Experience processing payments, recording transactions, monitoring receivables, and handling supporting documents
• Proficiency in Google Sheets
• Strong attention to detail and accuracy
• Excellent organizational and record-keeping skills.
• Strong written and verbal communication skills

Advantageous Skills:

• Experience with online banking platforms, or finance management systems is an advantage
• Familiarity with Philippine tax and statutory documentation, including VAT, withholding tax, official receipts, invoices, and BIR forms, is an advantage