Administrative & Accounting Assistant SUPERSTAR

THE NO-NONSENSE SUMMARY: 

This posi­tion is intend­ed for seri­ous, hard-work­ing pro­fes­sion­als look­ing to be part of a multi­na­tion­al growth orga­ni­za­tion. Our prod­uct and ser­vice mod­el has proven suc­cess­ful in USA, Europe, and Malaysia and we’re expand­ing our busi­ness into the Philip­pines. Report­ing into the Philip­pines, you will be respon­si­ble for han­dling the book­keep­ing, finan­cial records, and accounts payable and receiv­able for CAPLINQ’s glob­al operations.

DESIRED OUTCOMES

• Process sen­si­tive, con­fi­den­tial finan­cial data with such atten­tion to detail that the time spent on book­keep­ing by your man­ag­er is lim­it­ed to 1 day per week
• Process pur­chase & ven­dor invoic­es as well as expense reports in a cor­rect and time­ly man­ner so that they can be paid with­in the agreed pay­ment terms
• Keep accu­rate, up-to-date, and effec­tive records of all doc­u­men­ta­tion for easy retrieval of information

CANDIDATE COMPETENCIES | Can­di­date is able to:

• Accu­rate­ly process con­fi­den­tial data using des­ig­nat­ed tools Exact & Quick­books, Online & offline banking
• Meet reg­u­lar­ly return­ing dead­lines, by pri­or­i­tiz­ing, orga­niz­ing, and plan­ning work dai­ly, while still stay­ing flex­i­ble when needed
• Rec­og­nize incon­sis­ten­cy in data and work processes
• Com­mu­ni­cate effec­tive­ly (writ­ten and ver­bal) with col­leagues, cus­tomers, sup­pli­ers, ven­dors and for­warders in English
• Being able to use dig­i­tal tools and tech­nolo­gies to com­mu­ni­cate, col­lab­o­rate, and work efficiently

THE ROLE’S MISSION
Yes, you read that right – we’re look­ing for a SUPERSTAR. If the title sounds uncon­ven­tion­al, it’s because CAPLINQ is too. We’re look­ing for that spe­cial some­one who has not one, but two com­ple­men­tary skills – the amaz­ing abil­i­ty to be super metic­u­lous (Detail-ori­ent­ed, pre­cise & orga­nized) for admin­is­tra­tive activ­i­ties as well as an affin­i­ty for finan­cial record keep­ing (enjoy book­keep­ing, accounts receiv­able, & payables).

As a fast-grow­ing multi­na­tion­al, we have decid­ed to set up our office in the Philip­pines as our glob­al ser­vice cen­ter. As such we need your assis­tance to help orga­nize our fast-grow­ing finan­cial depart­ment locat­ed in Ala­bang, Muntinlupa.

Do you describe your­self as a proac­tive, super-orga­nized, enthu­si­as­tic, admin­is­tra­tive super­star who loves bring­ing your atten­tion to detail to the process at hand? Then I encour­age you to read on. If on the oth­er hand, you’re already exhaust­ed read­ing this, I rec­om­mend you take a nap and check out anoth­er job post.

So, what will you be doing?
The posi­tion and respon­si­bil­i­ty will grow along with you. As a small, but grow­ing com­pa­ny, the role will be excit­ing for you if you enjoy a broad range of activ­i­ties and aspire for career growth in a grow­ing orga­ni­za­tion as you mas­ter the activ­i­ties described hereunder.

1. Book­keep­ing (about 50% of your time)

We have an accoun­tant and a glob­al con­troller, so the finan­cial respon­si­bil­i­ties will be only admin­is­tra­tive in nature, so much more a book­keep­er than an accountant.

Exam­ples of activities:

• Main­tain­ing accu­rate records of finan­cial trans­ac­tions includ­ing pur­chas­es, receipts, pay­ments, and invoices
• Rec­on­cil­ing bank state­ments and ensur­ing that all trans­ac­tions are account­ed for and prop­er­ly documented
• Prepar­ing and sub­mit­ting expense reports for approval and processing
• Assist­ing with the prepa­ra­tion and mon­i­tor­ing of bud­gets and track­ing expenses

2. Accounts Receivable/Payable (about 25% of your time)

You will be respon­si­ble for mak­ing sure that all the sup­pli­ers and ven­dors are paid and that all the cus­tomers have paid us in the agreed pay­ment terms.

Exam­ples of activities:

• Enter sup­pli­ers’ invoic­es and pay­ment terms to ensure time­ly payment
• Enter ven­dor invoic­es and pay­ment terms to ensure time­ly payment
• Send invoic­es and/or reminders to cus­tomers to make sure they pay their invoic­es with­in agreed pay­ment terms
• Enter invoic­es and receipts for all the office sup­plies into the book­keep­ing system
• Main­tain accu­rate records of all finan­cial trans­ac­tions and ensure they are prop­er­ly documented

3. Inter­com­pa­ny Activ­i­ties (about 25% of your time)

The Philip­pines will be a ser­vice orga­ni­za­tion to sup­port CAPLINQ enti­ties glob­al­ly as well as sup­port its own Philip­pines busi­ness. You will be in dai­ly con­tact with your glob­al col­leagues both in Asia as well as in Europe.

Exam­ples of activities:

• Review and rec­on­cile inter­com­pa­ny trans­ac­tions and accounts
• Pre­pare and ana­lyze inter­com­pa­ny invoic­es and billing statements
• Mon­i­tor and ensure time­ly pay­ment of inter­com­pa­ny invoices

DESIRED SKILLS AND EXPERIENCE 

What mind­set do you require?
Skills can be learned. Mind­sets, though they can be learned too, are more often a part of who you are. We val­ue the mind­set at least if not more than either expe­ri­ence or hard skills.

1. Curios­i­ty – We want a per­son who is curi­ous, and rarely sat­is­fied with the first answer. If you find some­thing that doesn’t agree with what you already think, then we want some­one who wants to know why. 
2. Atten­tion to Detail – We want a per­son who is orga­nized, man­ages their time well, and has good obser­va­tion skills. Hint! Don’t for­get to read the last paragraph 😉
3. Con­tin­u­ous Improve­ment – Peo­ple and process­es can always get bet­ter. We’re look­ing for some­one who ques­tions every process to see if there’s no room for improvement.
4. Courage – Boss­es make mis­takes and col­leagues aren’t always fair. That’s life. We’re look­ing for some­one who may be afraid to con­front these issues, but does it anyway.

What skills do you NOT need?
Before we list the skills you do need, it is impor­tant that you know what skills or expe­ri­ence we do NOT require:

• Prod­uct knowl­edge: You do not need to know any­thing about any of the prod­ucts we sell, or any of the ser­vices we pro­vide. All will be taught on the job.
• Logis­tics expe­ri­ence: You do not need to know any­thing about logis­tics, ware­hous­ing, or trans­port. Again, you will learn it all on the job.

JOB REQUIREMENTS | What skills do you require?

Very few hard skills are required. Can­di­dates will be required to:

• Com­mu­ni­cate (both ver­bal and writ­ten) well with inside per­son­nel as well as out­side vendors
• Read, under­stand, and fol­low work instruc­tions in Eng­lish (must be at least 8/10 in English)
• Use a com­put­er, print­er & tools to work effectively
• Be flex­i­ble with duties and tasks
• Be a pos­i­tive team player

Skills not required, but that get bonus points (any of them count):

The job does not require these skills, but they are wel­comed extras, be sure to men­tion them.

• Busi­ness Admin/Bookkeeping Expe­ri­ence: It’d be help­ful if you already knew what you were doing
• Excel/Google Sheets Junky: We use a lot of Google Sheets still, so if you can help us, we can use it.

There is no need to send your CV unless it looks awe­some and you want to impress us with how it looks. Oth­er­wise, we will use your LinkedIn pro­file (bet­ter make sure it is complete!). 

Instead, can­di­dates wish­ing to apply are request­ed to send an email to hr@caplinq.com that includes:

• A link to your LinkedIn pro­file (OK, if you don’t have a LinkedIn pro­file, you can send your CV)
• A one-page, per­son­al cov­er letter

Let me repeat that last part in a dif­fer­ent way… We are look­ing for peo­ple who stand out from the crowd with a well-writ­ten, enthu­si­as­tic one-page let­ter telling us why this posi­tion speaks to you and what you could bring to the team. 

If all you do is send a CV (we told you not to), and no cov­er let­ter your appli­ca­tion will be dis­card­ed with­out even being read.