Accounting/Data Entry

We are looking for a dedicated and proactive virtual assistant to join our team. In this role, you will primarily be responsible for managing accounts payable processes, including but not limited to invoice processing, payment scheduling, and vendor correspondence. Additionally, you will be tasked with handling emergency calls, providing timely assistance and escalating urgent matters as needed. The successful candidate will be proficient in financial software and possess strong communication skills to effectively liaise with vendors and internal stakeholders.
This position requires the ability to work independently with minimal supervision, demonstrating excellent time management and prioritization skills. Training will be provided over the course of one to two weeks, during which you will gain comprehensive knowledge of our systems and processes.

This is a full-time position with hours from 8 am to 5 pm Philippine time.

If you are detail-oriented, adaptable, and thrive in a dynamic environment, we encourage you to apply.

Invoice Processing:

Receipt and Review: The process begins with the receipt of invoices from vendors. These invoices may arrive via email, postal mail, or electronically through a procurement system.

Verification: The invoices are then verified for accuracy, ensuring that the goods or services mentioned were indeed received and meet the agreed-upon terms and prices.

Coding: Invoices are coded with relevant information such as account numbers, cost centers, and project codes. This coding helps in accurate allocation of expenses to the appropriate departments or projects.

Approval Workflow: Invoices typically undergo an approval process based on predefined rules. This may involve routing invoices to various stakeholders within the organization for approval based on factors such as invoice amount, department, or vendor.

Data Entry: Once approved, invoice data is entered into the accounting system. This includes recording the invoice number, date, amount, and other relevant details.

Payment Scheduling:

Cash Flow Management: Payment scheduling involves determining the optimal timing for disbursing funds to vendors while maintaining healthy cash flow for the organization.

Due Date Tracking: Payments are scheduled based on the due dates mentioned on the invoices. Early payment discounts or late payment penalties may also be taken into account.

Payment Method Selection: Depending on the vendor’s preferences and organizational policies, payments may be made via methods such as electronic funds transfer (EFT), checks, or credit cards.

Batch Processing: Payments may be processed in batches to streamline the payment process and improve efficiency. This involves grouping invoices based on criteria such as payment date, vendor, or payment method.
Vendor Correspondence:

Communication: Effective communication with vendors is crucial for resolving issues, clarifying discrepancies, and maintaining good relationships. This may involve email correspondence, phone calls, or in-person meetings.

Inquiries and Disputes: Vendors may have inquiries or disputes regarding invoices, payments, or terms. Prompt and clear responses are essential to address these issues and prevent delays in payments.

Vendor Onboarding and Maintenance: Correspondence may also include tasks related to vendor onboarding, such as setting up vendor accounts, obtaining necessary documentation, and updating vendor information as needed.

Negotiation: In some cases, vendor correspondence may involve negotiation of payment terms, discounts, or pricing to achieve favorable terms for the organization.

Overall, effective management of payable processes requires attention to detail, adherence to internal controls and policies, and clear communication both internally and with vendors. Automated systems and workflows can streamline these processes, reducing manual effort and improving efficiency.