-> Responsible to control all related work of inventory & cost accounting, payroll and account payable of foreign & local supplier within the frame work of company policies & procedure.
->To ensure the efficient day-to-day operation of the office, and support the work of management and other staff.
B. Principal Accountabilities
1. Account Opening:-
Opening supplier account in ERP system as per opening request form.
Updated account opening form.
Necessary document like supplier contract, trade license, etc.
Responsible to keep separate filing for all supporting document of supplier account.
Suggesting with reason for any change in GL account & Chart of accounts to Account Manager, But not authorized to open any GL account in ERP.
2. Transaction Posting:-
Posting supplier bill as per PO & GRN posting.
Posting JV for non-inventory invoices (example: freight, service charge, etc.)
Posting JV for Debit/Credit note and supplier advance related to ‚Other receivable‚ & ‚other payable‚ for supplier only.
Posting JV require for matching supplier invoice for clearing and posting allocation of supplier payments.
Supporting document must to be attached with each and every JV & billing for filing.
Posting all related JV of inventory & costing (Inventory provision, Demo provision, adjustment, etc.)
Posting all type of JVs‚ related to Payroll (Basic, HRA, TRA, Airfare, Leave salary provision, EOSB provision etc.)
3. Process & Verification:-
Receiving GRN with supporting documents for verification with GRN report, supplier invoice & PO. Responsible to keep proper filing these documents.
Reconciling & clean up all supplier, Advance, Other receivable & other payable account.
Preparing debit/credit note to supplier after approval of Account Manager (related to inventory & non inventory).
Preparing letter & issuing email to supplier for any type of dispute matter after approval of Account Manager.
Submission of payment request to Treasury accountant with support document for payment process after approval of Account Manager. Supporting documents are:-
Supplier statement with proper break down for invoices due for payment
Our statement with proper break down of due invoices.
Verifying inventory expiry date in ERP system.
Taking perpetual inventory every month on random basis.
Taking annual inventory every year as per our company stock take process.
Verifying costing process and documentation for freight, custom, clearing, etc.
Arranging meeting with divisional manager to flag the old inventory availability.
Verifying the accuracy of payroll posting with HR record.
4. Reporting & Analysis:-
Complete month end posting before closing calendar date.
Preparing monthly Advance supplier schedule.
Preparing every Sunday, report of credit limit usage.
Preparing monthly AP aging report.
Preparing monthly future payment report.
Preparing monthly inventory aging & provision report including demo inventory.
Preparing expire item report.
Preparing write off and adjustment of inventory report.
Preparing LWF report to send to sales person and division manager.
Any special/day today assignment from Finance Manger & Account Manager side.
5. Administration Duties: -
Ensure filing systems are maintained and up to date
Ensure protection and security of documents and records
Complete variety of administrative tasks for Executives
Taking proper appointments/ messages for Staff & Managers and Prioritizing workloads
Preparation of project manual /proposal and reports.
Update & maintain contact list, policies & procedure
Organizing & supporting to office event such as workshops, meetings trainings ..etc.
Coordinate with Sales and Others related to support function duties
Maintain and issue Stationery for office staff
Equipment‚s Maintain (Printer, Copier, Scanner & Fax Machine)
Responsible for submission of quotation and tenders before its closing date with all the documents required by the customer.
Preparation of Letter of Warranty, Undertaking, Offer Validity Extension etc. as and when required.
Ensuring acknowledged delivery notes & invoices are submitted to accounts asap
Responsible for proper and effective business correspondence.
Act as a point of contact for customer‚s assistance as and when needed.
Ensure that the coordinators comply with all post purchase order activities until final receipt in the warehouse.
Ensure that the control procedures are adhered to and meet the department‚s targeted objectives.
Sales order and purchase order approval and validation as per checklist
Ensuing accuracy of the customers LPO‚s and if needed, contact the concerned sales person to sort out the discrepancies.
Receive and review purchase requisitions for clarity, compliance, detail, completeness, and obtain additional information considered necessary.
Maintain Purchase Order logs and multiple reports directly related to the procurement status, to include, but not limited to the tracking and expediting.
Identify problems, analyze alternatives and address this to the team leader
Ensuring PO are issued immediately for all non-stock items for created sales orders.
Determine if inventory quantities are sufficient for needs, ordering more materials when necessary in coordination with the procurement manager and division manager.
Support simplification and standardization of processes to accelerate logistics and enhance efficiencies.
Maintaining on day to day basis a sales log for LWF order received and ensuring NetSuite is updated when LPO is received.
To help sales representatives improve their productivity by providing a variety of support services
Responsible for effectively presenting information and respond to questions from colleagues
Provides support and assistance to fellow team members/departments, as and when needed to meet company/department goals.