Administrative & Finance Officer

Administrative Duties

1. Type export documents and circular letters as assigned by the supervisor.

2. Organize and maintain the filing system efficiently and in accordance with the companys policies for ease of retrieval.

3. Receive and record job requests from building owners or tenants, then forward them to technicians or building inspectors for further action.

4. Monitor and manage the usage of office supplies and stationery, ensuring availability through appropriate procurement.

5. Maintain a well-organized catalog system for products, brochures, price lists, and samples for easy access.

6. Coordinate with technicians, building inspectors, and supervisors to compile data for monthly reports.

7. Prepare letters and meeting agendas for signature and confirm meeting appointments.

8. Coordinate with relevant departments such as Accounting, Engineering, Building Management, and Supervisors for meeting preparations.

9. Arrange necessary meeting equipment such as transparencies, projectors, whiteboards, etc.

10. Attend and take minutes during meetings to prepare formal meeting reports.

11. Compile monthly summaries such as parking records, overtime air conditioning usage, electricity meter readings, and contractor services.

12. Receive invoices and attach purchase orders before forwarding them to the Accounting Department.

13. Monitor and manage the use and requisition of stationery and other office supplies.

14. Assist building inspectors in following up on tasks from building owners or residents when the inspectors are unavailable.

15. Assist on-site technicians by receiving maintenance requests from owners or residents for further processing.

16. Perform other tasks as assigned.

Accounting and Finance Duties

Revenue Collection

1. Prepare calculation tables for various charges, such as:

   • Common area maintenance fees

   • Special assessments

   • Insurance premiums

   • Elevator maintenance fees

   • Surcharges

   • Etc.

2. Record meter readings and other monthly recurring revenue items in the accounting system, such as:

   • Water meter

   • Electricity meter

   • Common area rental fees

   • Monthly parking fees

   • Other revenues

3. Issue invoices for expenses to co-owners on time.

4. Monitor and verify the completeness of the building's revenue collection.

5. Request cancellation of invoices with prior approval from the building manager and notify the Accounting Department for system cancellation.

6. Prepare credit note requests with supporting documents for approval.

Payment Receipt

1. Issue official receipts and tax invoices through the accounting system.

2. Request cancellation of receipts with prior approval from the building manager and notify the Accounting Department.

3. Email daily collection reports within the specified time.

4. Deposit collected money daily, or at least twice a week if bank visits incur additional travel costs, or when cash on hand exceeds 3,000 THB.

5. Record every cash or cheque payment in the payment logbook accurately and completely.

6. Do not accept cash payments exceeding 2,500 THB per transaction. For larger amounts, follow the company policy.

7. Record and monitor individual deposit accounts of co-owners accurately.

Payment Processing

1. Prepare payment request forms and all supporting documents in accordance with the type of expenditure.

2. Prepare petty cash vouchers, gather all documents for reimbursement, and summarize petty cash expenses.

3. Prepare summary reports for cheque disbursements and financial status for every payment.

4. Monitor tax payments for accuracy and completeness.

   • Prepare withholding tax reports for submission to the Revenue Department by the 7th of the following month:

     • P.N.D. 1

     • P.N.D. 3

     • P.N.D. 53

   • Prepare VAT reports and submit form P.P. 30 to the Revenue Department by the 15th of the following month (if applicable):

     • P.P. 30

     • Input tax report

     • Output tax report

   • Prepare social security contribution reports (SPS 110) for submission to the Social Security Office by the 30th of the following month.

     • SPS 110 (Part 1 and 2)

5. Monitor cheque payments to ensure timely disbursement.

6. Prepare petty cash vouchers, gather documentation for reimbursement, and summarize petty cash expenses.

Debt Clearance Letter Issuance

1. Prepare and process debt clearance letter documents.

2. Immediately verify outstanding balances in the system upon request for a debt clearance letter by the co-owner.

Document Delivery

1. Submit weekly revenue reports.

2. Deliver payment-related documents within the set timeframe.

3. Submit accounting documents to close financial statements accurately and on schedule.

Debt Collection and Reporting

1. Execute debt collection procedures through various designated methods, including issuing reminder letters via registered mail with return receipt.

2. Prepare monthly debt collection summary reports for supervisors and submit them at least one day before the monthly AR Credit meeting.

Unidentified Bank Transfers

1. Review and manage unidentified transfer items in the deposit account, contact the bank for details, report to supervisors, and submit a report at least one day before the meeting.

Accounting Document Filing

1. File copies of invoices, receipts, and credit notes in numerical order. In case of document cancellation, ensure the full set is filed.

2. Store accounting documents received from the head office for year-end financial audits in a secure and complete manner for annual auditors.

Data Backup

1. Back up data in the A-Soft system daily.

Internal Audits

1. Cooperate with internal auditors during audits.

Other assigned financial tasks