Position: Finance and Operations Specialist
Working Hours: Flexible with at least 2-3 hours of overlap with PST (office hours)
Salary Range: USD 1,250/month
Tasks:
1. Process Incoming Purchase Orders: Ensure information on the purchase order is accurate, information is up to date, and certain ordering requirements are met. Work with customers to correct any erroneous invoices, and answer any questions they may have.
2. Accounts Receivable Management: Assist with invoicing, payment tracking, and follow up on outstanding invoices.
3. Accounts Payable Management: Help process vendor invoices and ensure they are paid on time.
4. Bill Verification: Verify the authenticity and accuracy of each bill, such as the amount, date, vendor information, and matching it against purchase orders, contracts, promotions, 3rd party agreements, and sales data. Ensure that the goods or services billed were actually received and meet the agreed-upon terms. Communicate with internal and external parties to
gather information required to verify bills, or rectify errors.
5. Managing Approval Flow: Submit bills to the appropriate individuals for approval. Follow up on pending approvals to ensure that payments are processed in a timely manner.
6. Documentation and Record Keeping: Keep organized records of all transactions, agreements, bills, approvals, and communications related to business transactions.
7. Query Handling: Answer any queries regarding the bills from both internal and external parties.
8. Inventory Maintenance: Conduct regular inventory audits to ensure the reported inventory from warehouse suppliers matches our internal numbers. Investigate and rectify any discrepancies. Implement measures to prevent future discrepancies.
9. Logistics Coordination: Assist with logistics and shipping arrangements for outgoing orders and incoming supplies. Ensure timely delivery of products to customers and receipt of ingredients from suppliers. Coordinate with logistics partners to resolve any issues.
1. Technical Skills and Knowledge:
○ Proficiency in financial software and accounting systems (e.g., QuickBooks).
○ Understanding of accounts payable and receivable processes.
○ Skills in data analysis and proficiency in using Excel or similar spreadsheet software.
○ Knowledge of billing and invoicing procedures.
○ Experience with document management and record-keeping practices.
2. Experience:
○ Prior experience in a finance, accounting, or operations role.
○ Proven track record of managing multiple tasks and meeting deadlines.
○ Experience in customer service and vendor management.
3. Interpersonal and Communication Skills:
○ Strong written and verbal English communication skills.
○ Ability to work effectively with both internal team members and external partners like
customers and suppliers.
○ Problem-solving skills and the ability to handle disputes or discrepancies.
○ Attention to detail and accuracy in managing financial records.
○ Customer service orientation for handling queries and concerns.
4. Organizational and Management Skills:
○ Strong time management skills and the ability to prioritize tasks.
○ Experience managing approval flows and following up on pending items.
○ Ability to maintain organized and accurate records.
○ Capability to oversee inventory and logistics to prevent discrepancies.
5. Adaptability and Learning Ability:
○ Ability to adapt to new systems and processes quickly.
○ Willingness to learn and stay updated with the latest practices in finance and
operations.
