Job Profile Form

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Hiring Profile

Question

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Job Title/Position

Accounting & Office Administrator

Headcount

How many people with this profile do you need to hire?

1

Job Responsibilities

Describe the job role and the day to day tasks involved.

Record and maintain day-to-day financial transactions in the accounting system.

Maintain accurate general ledger accounts and ensure transactions are properly categorized and recorded.

Maintain books for multiple entities (LLCs and companies) in the U.S., Taiwan, Canada, Hong Kong, and Japan, including multi-currency transactions (USD, TWD, CAD, HKD, JPY) and intercompany balances.

Process accounts payable transactions, including vendor invoices, property tax payments, and account updates.

Process accounts receivable transactions, including tenant rent charges, security deposits, receipts, and payment applications; maintain tenant ledgers and rent rolls.

Perform regular bank reconciliations and reconcile financial accounts against supporting records.

Investigate and resolve discrepancies between bank statements, accounting records, vendor accounts, and customer accounts.

Review transaction records for accuracy, completeness, appropriate coding, and supporting documentation.

Prepare and maintain accounting schedules, reconciliations, and supporting documentation.

Monitor outstanding AP and AR transactions and follow up on unresolved or incomplete items.

Assist with month-end and year-end close activities, including account reconciliations, journal entries, and supporting schedules.

Maintain organized financial records and documentation in accordance with established retention and accounting procedures.

Assist with the preparation of routine financial reports, including property-level P&Ls, cash position, and AP aging, as required.

Coordinate with vendors, customers, banks, and internal stakeholders to resolve routine accounting and transaction-related issues.

Support the external CPAs at year-end by providing accounting records, reconciliations, and supporting documentation.

Identify recurring bookkeeping issues and support improvements to transaction processing and record-keeping procedures.

Prepare and e-file annual U.S. Forms 1099, and assist local CPAs with tax filings in the U.S., Taiwan, and other jurisdictions.

Maintain confidentiality and security when handling financial and business information.

Prepare Taiwan payroll and maintain HR records (labor insurance, National Health Insurance, labor pension contributions, and withholding), coordinating with the Taiwan payroll provider or accountant as needed.

Office administration: maintain organized digital files for entities, properties, and contracts; track deadlines for LLC annual reports, property taxes, business licenses, and insurance renewals; handle routine correspondence and scheduling.

Maintain employee files, PTO records, and onboarding paperwork.

Qualifications

Describe the qualifications the staff must have in terms of skills and capabilities

Associate or bachelor's degree in Accounting, Finance, Business Administration, or a related field; relevant bookkeeping experience may be considered in lieu of a degree.

7+ years of experience in bookkeeping, accounting operations, or a related finance function.

Hands-on experience with general ledger maintenance, bank reconciliations, AP, AR, and transaction processing.

Working knowledge of basic accounting principles and double-entry bookkeeping.

Experience keeping books in Excel/Google Sheets; experience with QuickBooks Online or similar cloud accounting software a plus.

Advanced Excel skills (pivot tables, XLOOKUP, SUMIFS) required and will be tested; Microsoft Office Specialist: Excel Associate (MO-210) or Expert (MO-211) certification preferred.

Strong attention to detail and accuracy when recording and reconciling financial transactions.

Strong reconciliation and problem-solving skills, with the ability to investigate and resolve discrepancies.

Good organizational and time-management skills, with the ability to manage recurring accounting activities and deadlines.

Good written and verbal communication skills for coordinating with vendors, customers, banks, and internal stakeholders.

Ability to maintain accurate financial records and follow established accounting procedures and internal controls.

Ability to handle confidential financial information appropriately.

Mandarin (Traditional Chinese) reading proficiency preferred but not required, for Taiwan payroll and documents.

Familiarity with Taiwan payroll (labor insurance, NHI, labor pension) a plus.

Competencies/Personality Traits

High integrity and discretion with confidential financial and personal information.

Detail-oriented and accurate; double-checks work before submitting.

Self-directed and organized; works independently with a remote owner and manages recurring deadlines.

Proactive communicator; flags problems and discrepancies early rather than waiting to be asked.

Willing to learn new systems and improve processes.

Prior Experience

Describe the prior working experience a candidate should have.

Prior experience in the Real Estate industry preferred

Knowledge of U.S. accounting preferred; exposure to Taiwan accounting or payroll a plus

Performance Measurement

How can we measure performance for this job profile (KPIs/Metrics/Targets)

Timeliness

30%

Monthly books closed by a set date

By the 10th business day

Bank and credit card reconciliations done

All accounts, by month-end +10 days

Bills paid on time, with no late fees

100%

Rent and other income recorded and deposited

Within 2 business days

Accuracy

30%

Post-close corrections required by owner or CPA

0–2 per month

Unclassified or uncategorized transactions

0 at close

Year-end CPA adjustments

Trending down year over year

Payroll errors

0

Compliance

15%

Filings and payments on time: 1099s, property tax, payroll tax (U.S. and Taiwan), LLC/franchise fees

100%

Supporting documents filed and retrievable for any transaction

Spot-check 5 transactions a month

Responsiveness

15%

Response time to owner requests

Same or next business day

Reports delivered on schedule (cash position, AP aging, property P&Ls)

100%

Admin / HR

10%

Employee files, PTO tracking and onboarding paperwork complete

Checked quarterly

Review cadence: monthly checklist reviewed with the owner; formal scorecard (1–5 rating per area) each quarter; annual review incorporates CPA feedback at tax time.

Working Hours

Describe the work schedule the staff will follow Eg. 9am-6pm AEST.

Taiwan Time 9am – 6pm (same as Philippine time), Monday–Friday; occasional early-morning or evening availability for U.S. bank and CPA calls

Reporting to

To whom will the staff be reporting to?

Owner/John Chu

Screening & Selection

Question

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Additional Screening

Do you want to add any of your own skill tests or other screening processes?

Skills tests (provided by client): 45-minute bank reconciliation test and 20-minute Excel/Google Sheets test.

Written English sample: short email explaining an accounting discrepancy.

Background checks: NBI clearance, employment verification, and education verification.

Two references, including a former direct supervisor.

Personality assessment.

Hiring Decision Maker

Who from your side will make the hiring decision?

John Chu

Interview Scheduling

Describe when you would be available for phone/video conference interviews.

Generally Taiwan time 9am to 6pm

Training

Question

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Training Process

Please describe your ideas around the training and onboarding process for this job profile

Month 1: system access setup; walkthrough of entities, bank accounts, and the company's Excel bookkeeping template; shadow one month-end close; written procedures provided.

Day 30: records daily transactions independently, with owner review.

Day 60: handles AP, AR, and bank reconciliations independently.

Day 90: completes a full month-end close by the 10th business day with no more than 2 corrections.

Access controls: view-only bank access; all payments approved and released by the owner.

Company Information

Question

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Company Profile

Please provide a comprehensive description/profile of your company

Chu Real Estate Services, Inc. manages real estate assets in Taiwan, the U.S., Canada, Hong Kong, and Japan.

Website

N/A

Contact Person

John Chu

Email Address

john@churealestateservices.com

Landline/Mobile

+1-626-552-6016