Accounting StaffThe Good Cup Coffee Company

COMPANY'S DIRECTION 
To be the leading coffee brand in terms of quantity, quality, and customer experience.
 
JOB PURPOSE 
Good Cup Coffee's Accounting Officer is to provide financial and administrative support for the company through completing payments and controlling expenses through receiving, processing, verifying, and reconciling invoices.
 
PRIMARY RESPONSIBILITIES  
Attention to details is very important. This role provides personal administrative support to the company through organizing administrative and clerical duties to optimize workflow in the office. Performs errands and coordinates with other office mates. 
 
Accounting Tasks:
Post business transactions, process invoices, verify financial data for use in maintaining accounts payable records;
Provide other clerical support necessary to pay the obligations of the organization;
Maintain meticulous records of outstanding balances and historical payment records;
Ensure the accuracy of an organization's financial documents for payments, auditing, and tax purposes;
Protect business against unintentional overpayments;
Collaborate with internal departments to gather, analyze, and interpret relevant financial data;
Compare system reports to balances and verify entries.
Practice effective monitoring to ensure payments are made to vendors in a timely manner;
Clarify any questionable invoice items, prices, or receiving signatures;
Assemble and review invoices to be completed for payment;
Type periodic reports and other records;
Obtain proper information and/or data regarding invoice payments;
Check vendor files for any previous payments and assign voucher numbers;
Prepare vouchers listing invoice number, date, vendor address, item description, amounts, and coding per accounting policies and procedures;
Reconcile bank statements;
Input daily bookkeeping and record keeping;
Verify invoices against purchase orders and ensure goods or services were received before issuing payments to vendors
Generate reports detailing accounts payable status;
Compare purchase orders, prices, terms of payment, and other charges;
Ensure bills and payroll are paid in a timely and accurate manner while adhering to departmental procedures;
Establish and maintain relationships with new and existing vendors;
Pay employees by verifying expense reports and preparing pay checks;
Input daily bookkeeping and record keeping;
Input all transactions via Quickbooks;
Analyze and continue to improve the payment workflow process;
Ready and maintain financial and business transactions;
Ensure the company receives payments for goods and services;
Work closely with Wholesale, Cafe, E-Commerce, and Academy to ensure that the correct amounts are collected in a timely manner;
Project accounting data to show the effects of proposed plans on capital investments, income, cash position, and overall financial condition;
Ensure the adequacy of the accounting system as the basis for reporting to management;
Plan the manner in which account structures should be developed or modified;
Analyze the effects of transactions upon account relationships;
Evaluate alternative means of treating transactions;
Secure payment by verifying and posting receipts, and resolving any discrepancies with the assistance of Collection Manager and/or other staff;
Collaborates with the Collections Manager to reconcile accounts receivable on a periodic (at least bi-monthly) basis;
Perform administrative and clerical tasks, such as data entry, preparing invoices, sending bill reminders, filing paperwork, and contacting clients to discuss their accounts;
Prepares, posts, verifies, and records customer payments and transactions related to accounts receivables;
Maintains and updates customer files, including name or address changes, mergers, or mailing attentions;
Drafts correspondence for standard past-due accounts and collections, identifies delinquent accounts by reviewing files, and contacts delinquent account holders to request payment;
Creates reports regarding the current status of customer accounts as requested;
Assists Accounting Manager in reconciling revenue accounts each month;
Assists in generating monthly billing statements based on the general ledger;
Relays changes of information to appropriate employees;
Practice effective monitoring to ensure collections from the customers are collected in a timely manner;
Categorizes collections per department and/or business unit, such as, collections from Academy, Café, Wholesale (B2B), and E-Commerce (D2C) Departments.
Input daily bookkeeping and record keeping;
Input all transactions via Quickbooks.
Others.
 
Administrative Tasks: 
Submit detailed weekly revenue report to the management with forecasted payables on the following week (segmenting it by department & summarizing as a company);
Ensure the confidentiality and security of files and filing systems. 
Document and/or improve standard operating procedures related to departmental tasks. 
Secure information by completing database backups. 
Provide historical references by utilizing filing and retrieval systems. 
 
JOB REQUIREMENT AND PERSONAL CHARACTERISTICS 
Detail oriented with good analytical skills is a must. 
Basic accounting knowledge.
Proficient in QuickBooks and MS Office. 
Fast and accurate data entry skills.
Ability to speak and interact clearly and professionally. 
Extremely organized. Strong multi-tasking and time-management skills. 
Can handle sensitive information with the highest degree of integrity and confidentiality. 
Ability to work on multiple projects simultaneously while maintaining accuracy.