Document Controller/assistant (corporate accounting)SEAOIL Philippines, Inc.

Every role in SEAOIL contributes significantly to the company. Here's a summary of what you will be doing in this job:
Prepares Accounts Payable Vouchers (APV's) for various transactions in the assigned area, in accordance with existing Accounting Department policies and the Accounts Payable Lead Time Matrix. And handles transactions, records, documents, and requirements related but not limited to, control of documents.
Primary Function (Accounting Assistant)
1. Validates the correctness and completeness of received documents (e.g. Payment Requests, billing statements, invoices, etc.) including payment details, required signatures and attachments / supporting documents prior preparation of APV's
Monitors transmitted purchase orders (P.O.) from the Procurement Department
Monitors invoices, billings, delivery receipts, and other attachments from suppliers
2. Prepares APVs for cash advance, liquidation, and reimbursement requests filed by employees in the assigned area
Validates the correctness and completeness of the duly accomplished Payment Request form (e.g. details of the request, required signatures, attachments / supporting documents, etc.)
Processes the cash advance requests of employees in the assigned area
Verifies from the cash advance monitoring sheet if the requesting employee has any pending liquidation to ensure that the "No Liquidation, No Cash Advance" policy will be implemented
Monitors and updates the cash advance monitoring sheet
Sends the summary of overdue pending cash advances to the Human Resources Management and Development (Compensation and Benefits) Department for salary deduction
Processes liquidation or reimbursement requests from employees in the assigned area
Validates the allowable limit for a particular type of expense
3. Prepares APVs for payment of liabilities to haulers based on the assigned type of transaction
Verifies billing statements submitted by haulers against delivery receipts, trip tickets, and freight rate table provided by Distribution (Transport) Group
4. Prepares APVs for payment of liabilities to utility companies on or before the due date
5. Prepares APV's for replenishment of petty cash fund and revolving fund
Ensures that petty cash fund and revolving fund custodians submit their requests with proper attachments
Checks if expenses to be replenished are within allowable limits
Ensures that petty cash fund and revolving fund summary reflects all the necessary information including:
Total amount of the fund allocated for a specific purpose
Expenses incurred within the period
Remaining cash-on-hand balance
Conducts quarterly audit of petty cash and revolving fund custodian/s in the assigned area
6. Prepares APVs for payment of liabilities to dealers and various suppliers in the assigned area, based on the assigned type of transaction, including, but not limited to, the following:
Gift / Fleet reimbursements
Locator rentals
Marketing programs for stations
7. Submits prepared APV's to the Accounting Supervisor (Accounts Payable) for validation
8. Ensures that validated APV's are endorsed to the Finance (Treasury) Department within the cut-off and maintained in the accounts payable transmittal schedule
9. Prepares necessary accounting entries
10. Updates the Netsuite System to record clearing of fleet cards and gift cards used / redeemed in stations in the assigned area
11. Performs monthly closing of employees' gas up prepayments for dealers in assigned area
12. Reconciles assigned payable accounts for management and external financial reporting
13. Handles all accounts payable-related concerns and follow-ups from employees, dealers, and suppliers
14. Maintains relevant accounting documents and reports and ensures that all records are in accordance to I.S.O. standards
Updates the accounts payable monitoring sheet
15. Performs other functions that may be assigned from time to time.
Secondary (Document Controller)
1. Assists in Records Management
Acts as the designated department document controller for records management.
Ensures proper filing and maintenance of all records pertaining to Accounting Department transactions.
Facilitates update of the Quality Records Matrix.
Provide the documents for financial, internal and/or external audit as requested or required.
2. Delivers Government reports on a weekly and monthly basis.
Delivers weekly, Bureau of Internal Revenue (BIR) reports after every cut off.
Delivers monthly, BIR reports on or before the 8th day of the month.
Delivers monthly Department of Energy (DOE) reports on or before the 20th of the month.
3. Performs other ACCT-related tasks such as, but not limited to, the following:
Scan, fax, photocopy reports and/or documents for customers, government agencies, other departments, suppliers and others.
Perform encoding function in Oracle or SAP or any other databases as may be needed.
4. Performs other tasks as may be assigned from time to time.
REQUIREMENTS:
Candidate must possess at least a Bachelor's/College Degree , Finance/Accountancy/Banking or equivalent.
Atleast 1 year in related experience
Fresh graduates are welcome to apply.
Must be willing to do occasional field work when required.
Full-Time position(s) available.
BENEFITS:
Office-based positions can enjoy the privilege of working from home during the pandemic
Employees will have the opportunity to be trained by our in-house training team and subject matter experts
Early regularization opportunity
Family-oriented culture