JOB SUMMARY
In this position, Administrative Supervisor is responsible for the overall administrative functions of theorganization and often oversees the support of executives, as well. You will supervise administrative staff, office managers and staff assistants, offering guidance and training while delegating work tasks and running payroll. You job is to ensure that day-to-day operations of their organization run smoothly.
Duties and Responsibilities : Accounting Functions
• Ensures all accounting Policies and Procedures are religiously followed and implemented and recommends corrective and preventive measures for all non-conformities.
• Verifies and/or checks the correctness, completeness, validity, and accuracy of the accounting journal entries in the Check Vouchers, Petty Cash Vouchers, Journal Vouchers, and their postings to the different Books of Original Entries and Ledgers to:
• Ensure accurate information and calculations
• Make original and correcting journal entries
• Examine supporting documentation for accuracy and completeness
• Ensure proper authorization processes are followed
• Reviews and audits the completeness and accuracy of all staff reports.
• Performs other tasks as assigned or instructed by the Chief Accountant, Managing and Finance Directors.
• Administrative Functions
• Supervises of the following accounting staffs: DBSS and AR clerk.
• Responds to staffs, managers, auditors and other governmental agencies on a variety of requests relating to Company accounting information and records.
• Reviews and checksthe accuracy and validity of all payroll computations and disbursements; includesdetermining the sufficiency of the supporting documents of daily time records, leave forms, overtime requests and other necessary payroll documents.
• Attends bi-monthly core meetings and sends the minutes of the meeting to the Senior Management Team via email.
• Submitsthe approved payroll computations to the Operations Manager and Administrative and HR Manager.
• Prepares and releases payslipsto rank and file employees.
• Reviews, submits and files report requirements by different government agencies such as BIR, SSS, Philhealth, and Pag-Ibig documents and remittances prior to the deadline to the External Accountant. These include the following:
a. Monthly Schedule of Expanded Withholding tax – the compensation and at source.
b. Monthly Schedule of Balance Sheet (i.e. the statement of assets, liabilities and net worth or SALN) accounts.
c. Municipal permits with the following requirements
1. Mayor's Permit
2. Barangay Clearance
3. Fire Inspection
4. Electrical Inspection
5. Signboard Permit
d. Other employees benefits
1. SSS - R-1A, R-5
2. Philhealth - ME-5, RF-1
3. Pag-ibig - HDMF M1-1, HDMF MT-1
• Follows up the collection of the EWT (BIR Form 2307).
• Checks the daily cash position report done by the cashier.
• Supervises the maintenance of all 201 files of the rank and file employees.
• Submitsthe 201 files to the Central Admin Office.
• Supervisesthe Inventory Report Accuracy report of the DBSS.
• Performs regular and random audit checks on warehouse and truck inventory.
• Manages all supplier claims and negotiates with suppliers regarding receivables.
• Approvescash and check payments at the first instance only; requires higher ranking approval.
• Consolidates and reportson the monthly accounting scorecard.
• Recruits and trains all accounting staff.
• Orients all personnel in terms of admin functions.
• Executes the signing of employment contracts, sales agent agreements and surety agreements of new personnel.
• Conducts exit interviews.
• Sends a monthly summarized report on new hires and employees that have resigned or have been terminated to the Central Admin Office.
• Conducts weekly accounting meeting within the site.
• Computes and makes the accounting staff incentives for the chief accountant to check and approve.
• Approves the credit investigations of accounts and sets the initial credit limit to be given for the final approval of the Operations Manager.
• Coordinates with the Operations Manager on operational requirements.
• Performs other tasks as assigned or instructed by the Chief Accountant, Managing and Finance Directors, and Operations Manager.