Payment Processing and Finance Requests
• Receive, review, and process payment requests submitted by the team
• Check that requests have complete supporting documents, approvals, invoices, and payment details before processing
• Prepare and organize weekly payment schedules based on the company’s payment policies and deadlines
• Coordinate payment approvals with management and authorized signatories
• Process payments to vendors, suppliers, employees, talents, contractors, and other payees
• Maintain accurate records of payment dates, reference numbers, proofs of payment, and outstanding requirements
• Send proofs of payment and other relevant documents to the appropriate recipients
• Monitor urgent and special payment requests and coordinate any necessary approvals or exceptions
Bookkeeping and Transaction Recording
• Record income, expenses, payments, collections, reimbursements, and other financial transactions accurately and promptly
• Maintain updated bookkeeping records, ledgers, trackers, and finance databases
• Properly classify transactions according to the appropriate account, project, client, department, or cost category
• Reconcile bank transactions, payment records, and internal finance trackers
• Monitor and document cash advances, liquidations, reimbursements, petty cash, and company card transactions
• Ensure that supporting documents are properly filed and linked to the corresponding transactions
• Assist in preparing regular financial summaries, expense reports, cash flow reports, and other management reports
Vendor and External Finance Coordination
• Serve as the primary finance point of contact for vendors, suppliers, contractors, talents, and other payees
• Respond to inquiries regarding payment requirements, payment status, invoices, official receipts, withholding tax certificates, and other finance-related matters
• Follow up on missing or incomplete invoices, official receipts, statements of account, and supporting documents
• Communicate payment schedules, documentation requirements, and company finance procedures clearly and professionally
• Maintain organized and professional communication records with external parties
• Assist with vendor onboarding and the verification of vendor and payment information. Internal Finance Support
• Serve as the main finance point of contact for employees and project teams
• Answer questions regarding finance procedures, payment requests, reimbursements, liquidations, billing, collections, and required documents
• Guide team members in properly completing and submitting finance requests
• Follow up on incomplete or pending finance requirements from the team
• Coordinate with project leads and management regarding budgets, payment priorities, project expenses, and other finance concerns
• Help ensure that internal finance policies, submission deadlines, and approval procedures are followed
• Prepare or assist in preparing client billing documents, invoices, statements of account, and supporting documents
• Monitor outstanding client receivables and maintain an updated collections tracker
• Follow up with clients regarding pending approvals, billing requirements, payment schedules, and overdue balances
• Coordinate with the internal project team to complete client requirements needed for billing and collection
• Record collections and update payment statuses once client payments are received
• Escalate delayed payments, disputed billings, or collection concerns to management when necessary
Accounting and Compliance Coordination
• Coordinate with the company’s external accounting team for bookkeeping review, tax filings, statutory submissions, and other compliance requirements.
• Prepare and submit complete transaction records and supporting documents required by the external accountants
• Organize invoices, official receipts, withholding tax documents, bank records, payroll information, and other accounting schedules
• Monitor deadlines for tax filings, statutory payments, permit renewals, and other regulatory requirements
• Assist in reconciling discrepancies identified by the external accounting team
• Maintain copies of filed tax returns, payment confirmations, reports, and other compliance documents
• Support audit, due diligence, and financial review requirements as needed
Financial Documentation and Record Management
• Maintain an organized digital filing system for financial documents
• Ensure that invoices, official receipts, proofs of payment, contracts, purchase orders, billing documents, tax forms, and supporting records are complete and easy to retrieve
• Maintain confidentiality of financial, employee, vendor, and company information
• Help improve finance trackers, templates, documentation processes, and internal workflows.
• Identify recurring finance issues and recommend practical process improvements
• Assist in payroll preparation and employee-related finance transactions when required
• Support budget monitoring and project cost tracking
• Assist management with financial reports, schedules, and documentation
• Perform other finance, accounting, administrative, and operational tasks that may be assigned