Accounting Assistant

Accounting Assistant

Employment Type: Full-Time, Onsite (Matina IT Park, Davao City)

Schedule: Monday to Friday | 6:00 AM to 3:00 PM Philippine Time

About the Role

We are seeking a detail-oriented and organized Accounting Assistant to support the daily accounting and financial operations of our team. The role involves processing financial transactions, managing trust and office account records, handling receipts and payments, performing reconciliations, and maintaining accurate financial documentation.

The ideal candidate has at least one (1) year of experience in an accounting, bookkeeping, or finance-related role, with a basic understanding of financial transactions, banking procedures, and accounting practices. Experience in trust accounting, legal practice management systems, or professional services environments would be an advantage.

The successful candidate will work closely with the accounting team and report directly to the Accounts Manager, ensuring that financial transactions and records are processed accurately, efficiently, and in accordance with established procedures.

Key Responsibilities

1. Trust & General Account Management

• Record, monitor, and reconcile trust account transactions against bank statements and corresponding records in the accounting system.

• Process trust receipts, general receipts, and other incoming deposits.

• Review and match trust and office account transactions, ensuring accurate allocation and recording.

• Facilitate trust-to-office fund transfers, including general disbursements and stamp duty-related transactions, in accordance with established procedures.

• Monitor trust balances and identify unmatched, unallocated, or outstanding deposits for appropriate follow-up.

• Maintain accurate trust account records, supporting documentation, and transaction histories.

• Monitor dormant trust balances and assist with the preparation of related reports.

• Review unpaid trust fund requests and outstanding balances to ensure proper monitoring and documentation.

2. Payment & Disbursement Processing

• Process daily trust and general office payments through designated banking platforms.

• Prepare and facilitate electronic funds transfers (EFTs), bank payment files, and other payment instructions.

• Assist in processing supplier payments, office disbursements, and credit card transactions.

• Review and verify payment requests, invoices, and supporting documentation before processing.

• Facilitate payments through various banking and payment channels, including NAB, BPAY, and other designated platforms.

• Process stamp duty payments through applicable payment channels, including Pay.com.au and EFT.

• Monitor payment transactions to ensure accuracy, completeness, and timely processing.

• Assist with invoice reallocations, adjustments, and the recording of disbursements in the accounting system.

3. Receipting, Invoicing & Account Monitoring

• Process and record incoming payments, general receipts, and trust deposits.

• Assist with invoice preparation, invoice adjustments, and payment allocations.

• Monitor outstanding invoices, aged debtors, and accounts with credit balances.

• Review and facilitate invoice reallocations and identify discrepancies requiring correction.

• Coordinate with relevant internal stakeholders regarding outstanding payments, unallocated funds, and billing concerns.

• Maintain accurate records of receipts, payments, and account balances.

4. Bank Reconciliation & Financial Recordkeeping

• Perform daily reconciliations of bank transactions and accounting records.

• Match trust and general bank deposits against corresponding transactions in the accounting system.

• Investigate and report unmatched deposits, discrepancies, and irregularities.

• Maintain organized and up-to-date financial records and supporting documentation.

• Assist with monitoring investment term deposits, including opening, closing, and recording interest upon maturity.

• Correct matter descriptions and update accounting records where necessary.

• Ensure financial transactions are properly documented and recorded in accordance with internal procedures.

5. Audit & Compliance Support

• Prepare, compile, and organize audit-related files and supporting documentation for review and approval.

• Assist with the preparation of audit documentation relating to trust journals, EFTs, trust journal transfers, revenue, and other financial transactions.

• Prepare and monitor periodic reports, including dormant trust balance and firm exposure reports.

• Assist in preparing documentation for annual audit submissions and other compliance requirements.

• Ensure trust account records, payment documentation, and financial reports are accurate, complete, and readily accessible.

• Follow established accounting procedures and internal controls when handling financial transactions and confidential information.

6. General Accounting & Administrative Support

• Provide day-to-day accounting and administrative support to the Accounts Manager and wider accounting team.

• Coordinate with internal stakeholders regarding payment requests, transaction discrepancies, and financial documentation.

• Assist with month-end and year-end accounting activities as required.

• Respond to routine accounting-related inquiries and facilitate timely resolution of issues.

• Perform other accounting-related tasks and special assignments as directed by the Accounts Manager.

Qualifications

• Associate's degree or Bachelor's degree in Accounting, Finance, or a related field, or equivalent relevant work experience.

• At least one (1) year of experience in an accounting, bookkeeping, or finance-related role.

• Basic understanding of bookkeeping, financial transactions, bank reconciliations, and accounting procedures.

• Exposure to accounts payable, accounts receivable, payment processing, or trust accounting is an advantage.

• Familiarity with accounting software, banking platforms, or practice management systems.

• Experience with LEAP, NAB, or similar accounting and banking platforms is an advantage.

• Proficiency in Microsoft Excel and other Microsoft Office applications.

• Strong attention to detail, numerical accuracy, and organizational skills.

• Good written and verbal communication skills.

• Ability to manage multiple tasks, prioritize responsibilities, and meet deadlines.

• Ability to handle confidential financial information with professionalism and discretion.

• Willingness to learn, follow established procedures, and work collaboratively within an accounting team.