Finance VA and Sales Support

Position Title: Finance VA and Sales Support
Location: Remote
Type of Employment: Full-time
Salary Range: PHP 40,000.00 - 60,000.00

Job Summary:
This position is responsible for overseeing and managing all financial aspects of the business and all subsidiary companies, including accounts payable and receivable, payroll, and cashflow reporting. The role ensures accurate financial records, handles debt collection, and provides financial insights and reports to the CEO. Additionally, the Finance Manager oversees pricing updates and financial approvals to ensure smooth business operations.

In addition, this role provides high-level administrative support to executives and the team, efficiently handling bookings, product order management, and documentation. It also supports HR functions, manages CRM systems, schedules appointments, and approves quotes revised by the Retail Assistant. Furthermore, the position tracks product deliveries, sends completion invoices, and assists with similar tasks for all subsidiary companies.


Key Objectives:
1. Ensure accurate and timely financial transactions and reporting
2. Manage cashflow and debt collection
3. Provide financial reporting and insights to the CEO
4. Oversee payroll, invoicing, and reconciliation processes
5. Maintain updated price lists and financial records
6. Provide executive-level administrative support
7. Assist with sales processes, stock orders, and booking
8. Manage diaries, travel arrangements, and appointment scheduling
9. Support HR functions, including recruitment
10. Ensure smooth coordination of stock procurement, scheduling, and deliveries
11. Manage development of quotes and completion invoices

KEY RESPONSIBILITIES AND DUTIES
- Manage accounts payable and accounts receivable processes
- Process payroll for all staff
- Provide financial reports and updates to the CEO
- Review and approve financial transactions and expenses
- Prepare and manage cashflow management reports
- Oversee debt collection and ensure timely payments
- Perform bank and account reconciliations regularly
- Update and maintain the company price list
- Ensure compliance with financial policies and regulations
- Support financial audits as required
- Manage policies, procedures, and SOP documentation
- Handle administrative tasks, including booking flights and accommodation
- Manage diaries and schedule appointments for executives and teams
- Support recruitment processes and HR functions
- Conduct research as needed for business and sales support
- Purchase materials for jobs and check lead times
- Track product deliveries
- Oversee and manage orders, bookings, and stock procurement
- Assist in accessory ordering in coordination with the Warehouse Manager
- Schedule works in the calendar and liaise with Flooring Technicians
- Cross-check orders with contractor invoices
- Complete quotes in ServiceM8
- Check supplier stock levels when developing quotes
- Approve revised quotes for Retail Assistant
- Manage CRM for client and lead tracking
- Update Asana and ServiceM8 with job statuses and updates
- Coordinate SWMS (Safe Work Method Statements)
- Handover purchase orders and stock statuses to the Warehouse Manager
- Create and send client completion invoices and warranty information

KNOWLEDGE, SKILLS, AND ABILITIES
- Strong knowledge of accounting principles and practices
- Experience in managing accounts payable and receivable
- Proficiency in payroll processing
- Experience with Xero
- Excellent analytical skills for cashflow and financial reporting
- Strong attention to detail for reconciliation and approvals
- Good communication skills for reporting to the CEO and handling debt collection
- Ability to manage and update pricing structures
- Understanding of regulatory and compliance requirements
- Strong organizational and time management skills
- Proficiency in diary management and scheduling
- Excellent communication skills for client and team interaction
- Knowledge of HR functions, including recruitment
- Ability to manage stock procurement and ordering processes
- Proficiency in CRM systems, Asana and ServiceM8
- Strong attention to detail in reviewing invoices, orders, and scheduling
- Ability to handle travel arrangements and accommodation bookings
- Basic understanding of SWMS and contractor management

GENERAL RESPONSIBILITIES AND DUTIES
- Maintain accurate financial records and reports
- Ensure timely and efficient processing of payroll, invoices, and payments
- Conduct regular financial reconciliations and audits
- Provide regular financial updates and advice to the CEO
- Keep up-to-date with financial regulations and ensure compliance
- Assist in financial planning and forecasting as require
- Ensure administrative and procedural documentation is up-to-date
- Manage CRM and project-related tasks, ensuring data accuracy
- Provide support for recruitment and onboarding of new staff
- Oversee stock management and assist with inventory control
- Coordinate diary management, appointments, and travel plans
- Ensure smooth communication and handover of orders to the Warehouse Manager
- Maintain a high level of professionalism and confidentiality
- Assist with general administrative tasks as required

Qualifications and Requirements:
Proven experience as a Finance Assistant, Bookkeeper, or similar role.
Knowledge of financial principles and accounting practices.
Proficiency in accounting software (e.g., QuickBooks, Xero) and Microsoft Excel.
Strong organizational skills and attention to detail.
Excellent communication skills, both written and verbal.
Ability to work independently and meet deadlines.
Familiarity with tax regulations and payroll processes is a plus.
Familiarity with documentation tools and content management systems.

Benefits:
Permanent Work from home
Great team of smart people, in a friendly and open culture
Real responsibilities and challenges in a fast-evolving company
14 days annual leave credits

Submission Instructions:
Email your application to careers@ironbrij.com.au or you can directly send your application here in OLJ.
Attach your resume in PDF Format.