Accountant cum office manager

Easy Speed International Logistics Limited

Reports To: Chief Executive Officer (Chief of Staff)

Position Type: Full-Time

Job Responsibilities

1. Record and classify financial transactions: Accurately record daily financial transactions, including receipts, payments, invoices, and vouchers, into the accounting system. Classify and code these transactions in accordance with the company's accounting policies and relevant accounting standards.
2. Accounts payable and receivable management: Handle accounts payable processes, such as verifying invoices, matching them with purchase orders and receiving reports, and scheduling payments to ensure timely settlement while maintaining good relationships with suppliers. For accounts receivable, issue invoices promptly, monitor collections, and follow up on overdue payments to optimize cash flow.
3. Bank reconciliation: Regularly reconcile the company's bank accounts with the accounting records. Identify and investigate any discrepancies, ensuring that all transactions are accurately recorded and accounted for. Prepare bank reconciliation statements and take appropriate actions to resolve any outstanding issues.
4. Assist in financial statement preparation: Provide necessary data and support to the senior accounting team in the preparation of monthly, quarterly, and annual financial statements. This may include gathering and organizing financial information, calculating basic financial ratios, and helping to ensure the integrity and accuracy of the financial reporting process.
5. Inventory accounting: Assist in the valuation and accounting of inventory. Monitor inventory levels, participate in physical inventory counts, and record any adjustments or write-downs as required. Ensure that inventory records are up-to-date and in line with the company's accounting policies.
6. Expense reporting and control: Review and process employee expense reports, ensuring compliance with company policies and proper documentation. Analyze expense trends and provide reports to management to help control costs and identify areas for potential savings.
7. Tax compliance support: Gather and organize relevant financial data for tax filings. Assist in the preparation of tax returns and ensure that all tax-related information is accurate and submitted on time. Stay updated on local tax regulations and changes that may affect the company's tax obligations.
8. Maintain accounting files and records: Keep accounting files and records in an organized and easily accessible manner. Ensure proper storage and archiving of financial documents, both in physical and electronic formats, in accordance with the company's record retention policies.
9. Administrative Support: Organize and maintain office files and records, both electronic and paper-based. Coordinate and facilitate internal and external meetings, including preparing agendas and minutes. Monitor office supplies and place orders to ensure adequate inventory. Assist in the preparation and processing of expense reports and invoices. Manage and track key administrative projects and deadlines.
10. Office Management: Oversee day-to-day office operations to ensure a productive work environment. Act as a point of contact for office-related issues and coordinate with facilities management. Implement and maintain office policies and procedures to improve efficiency. Support onboarding and training of new staff members as needed. Assist in organizing company events, meetings, and conferences.
11. Communication: Serve as a liaison between executives, staff, and external stakeholders. Handle sensitive and confidential information with discretion. Prepare communication materials, including newsletters, notices, and announcements.
12. Reporting and Documentation: Compile and maintain reports and records related to administrative activities. Track and report on key performance metrics and administrative tasks.
13. Human Resources Support: Assist in recruitment processes, such as scheduling interviews. Maintain employee records and update personnel information. Support the onboarding of new staff and the payroll calculation of employees.
14. Policy and Procedure Implementation: Ensure compliance with organizational policies and procedures. Communicate and enforce relevant regulations to staff.

Requirements

1. Education: Bachelor's degree in accounting, finance, or a related field.
2. Knowledge: Basic understanding of accounting principles and practices.
3. Skills: Proficiency in using accounting software and Microsoft Excel for data entry, analysis, and reporting. Good numerical and analytical skills, with attention to detail and accuracy. Strong organizational and time management skills to handle multiple tasks and meet deadlines.
4. Experience: 3 years of practical accounting experience. Experience in payroll is a plus.
5. Language Skills: Fluent in the local language and English. Good written and verbal communication skills in both languages are necessary to communicate effectively with colleagues, clients, and external parties.
6. Personal Attributes: A high level of integrity and ethical standards is crucial for handling financial information. Ability to work independently as well as in a team environment. Willingness to learn and adapt to new accounting regulations and company procedures. Problem-solving skills to address routine accounting issues and discrepancies.

Reporting line: Asia headquarters and SEA management team.

Industry: International freight forwarding.

Company status: SEA business is at 0-1, in a stage of rapid development.