Branch Controller

JOB SUMMARY:

Responsible in the implementation and monitoring of internal control of all funds in the branch. Oversee all administrative, personnel and internal functions of the branch. Provides strong leadership to assigned staff to meet and optimized established levels of business performance, including quality, productivity and maintaining positive employee morale. Work closely with Branch Manager & Finance Manager concerning reports and control of funds and finances, inventories and other assets in the branch and its satellite offices.

RESPONSIBILITIES:

PLANNING:
Prepares summary of Daily Time Record.
Ascertains that if there are personnel on travel or leave, the Travel and Transport liquidation and application for leave or Official business slip form is attached to the summary submitted (cut off) every Saturday of the week.
Monitors the use of office supplies and forecasts requests for supplies needed.
Assists the Branch Managing the preparation of Branch projections, forecasts, and budgets.
Prepares and maintain HIP ledger cards.
Prepares transmittal of all reports.
Inventory Planning(e.g. Real Stock Planning, Physical Count Vs Inventory Monitoring)

LEADING:
Supervises the orientation or training of personnel temporarily or permanently assigned under her supervision.
Supervises the work and the proper discharge of the duties and responsibilities of the cashier and receptionist.
Oversees the work of the cashier and receptionist.
Refers to the Branch Manager any matters referring to office decorum (tardiness, absences, behavior, etc.)
Evaluates and recommends the hiring or transfer of personnel to his/her section or within said section.
Evaluates the performance of such personnel under his/her supervision for purposes of salary administration trainings and promotions.
Maintains cleanliness in the branch by encouraging employees to observe cleanliness always (5 S Implementation)
Acts as custodian of all accountable forms.
Acts as custodian together with the Branch Manager of all Branch Assets, keys, accountable form and other important documents.
Acts as the custodian of the Funds in the absence of the cashier.
Acts as custodian of Travel and Transport fund
Adheres to the corporate policies and procedures
Attends to monthly branch meeting with the entire branch team.
Conduct performance evaluation/review of cashier and receptionist.

ORGANIZING:
Administratively and functionally reports to Head Office Accounting Manager under the supervision of the Chief Finance Officer.
Ensures that all Installment folders of the customer are properly kept, in order and completely filled up.
Posts to the subsidiary ledger all payment made by the customer. Checks the accuracy and proper computation of penalty.
Ensures proper releasing of Travel and Transport fund. Gasoline expenses must have valid supporting documents such as official receipts, sales invoice.
Ensures that all sales whether Cash or Installment must be approved by the branch manager.
Records COD and HIP transactions in Sales logbook.
Petty Cash Fund
acts as custodian of PCF
prepares replenishment
sees to it that all petty cash expenses are covered with approved voucher.
Issues Unit Deposit Slips (UDS) for unit deposited by customer and attached one copy of UDS to the aging of accounts receivable submitted to head office. Retain branch copy for your file and future reference.
Keeps the duplicate keys of motorcycle units sold on HIP sales.
Monitors stocks inventory (branch and outlets) conducts monthly physical count of Stocks in the branch, outlets and warehouse.
Assists the internal and external auditors in the conduct of the Branch audit.

CONTROLLING:
Sees to it that all required management and external reports are prepared in required form and submitted on or before deadlines.
Performs the day to day bookkeeping and accounting functions and activities of the branch.
Acts as witness when there is period count/cash count to be made in the branch. Any noted discrepancy must be reported to the Head Office.
Ensures that all HIP releases are in accordance with company's Installment requirement policy.
Acts as one of the members of the Credit committee that approves or denies the installment application of a customer.
Ensures effective and efficient and updated record keeping of all books of account transaction supporting documents and other papers evidencing transactions entered into by the Branch.
Acts as a Cashier in the absence of such personnel at the branch and see to it that all cash receipts are properly issued with corresponding official receipts and deposited the next banking day.
Ensures that all disbursements are properly documented and issued with the corresponding cash voucher and duly acknowledge by the receiving person.
Ensures proper and timely replenishment of branch fund in order to have a reasonable amount to be used on the day to day operations of the branch.
Ensures that the funds requested are intended and use for the purpose any deviation must be reported to the Accounting Supervisor/Accounting Manager.
Sees to it that all documents are completely filed and can be easily located when needed .Any disposal of documents must seek approval with the head office.
Prepares sales reports ,summary of TNT and AOC liquidations
Sees to it that all copies of the documents that will be cancelled will be available, including original, before making any cancellation. This will be marked CANCELLED.
Proves accuracy of all transactions by reconciling totals with Head Office accounting especially on deposits of account and related transactions.
Prepares Debit and Credit memo and other similar items are complete and duly signed and must have approval by the Branch Manager and Area Manager.
Sees to it that Rebates granted to customer are in accordance with the existing policy.
Checks the entries made in the Sales Invoice to avoid problem in inventory and registration to the LTO.
Handles all registration and licensing requirements at the beginning of each year.
Checks all payment requests from the branch see to it that it is in accordance with existing policy before forwarding to head office.
Checks entry made in the petty cash fund cash voucher.
Checks the accuracy of the quantity and quality of any item received against delivery receipts or other supporting documents.
Monitors Inventory or stock movement. Make sure the Inventory Records will tally with the actual or physical Inventory count. Any Discrepancy noted must be reported to the Branch Manager for reconciliation.
Maintains Logbook of all long distance charges made. Makes sure that all call are official. Long distance call should be avoided or controlled to avoid charges.
Checks prices and discounting seeing to it that the amount granted conforms to the established policy.
Checks whether documents prepared are in accordance with established policies and whether computations are accurate:
Sales Invoice
Debit/Credit Memo
Delivery Receipt
Merchandise TransferSlip
TNT and AOC Liquidation
Receiving Report
Petty Cash Fund Replenishment
Bimonthly Reports
Checks cash position report/daily cashier's report ,and vouchers prepared by the cashier
Ensures that HIP customers are properly informed and given notice(Notice to Demand and Official Receipt)
Checks aging of HIP accounts receivable prepared by the CSR's.
Prepares and submits monthly inventory report.
Prepares and checks the accuracy of daily sales and inventory monitoring.
Controls the branch financial usage (e.g. gasoline expense, office supplies expense)
Prepares Honda installment plan and cash on delivery ledger.
Monitors cash advance liquidations.
Ensures balance of collection deposit.
Sees to it that requiredmanagement and externalreports are preparedin required form and submitted on or before deadlines.
Sees to it that all established policies, procedures, rules and regulations of the companyand those of other supervising government entities (Municipal, BIR, SSS, etc.) are strictly observed and complied with.
Controls the usage of the telephoneand cellular phone units of the Branchfor all calls subject to charges. A logbook of such charge calls must be maintained at the Branch and reconciled with billings.
Monitors work schedules and accountabilities of the cashierand receptionist.
Custodian of all branch assets and properties.
Opens and closes the branch office.

QUALIFICATIONS:
Bachelors of Commerce major in Accounting
3-5 yrs working experience on financial accounting closing experience
Minimum of 3 yrs supervisory experience
2-3 yrs experience in Cash Management
High sense and integrity
Familiarity to business processes