1. Reviews and handles processing of Sales documentation (Deal Registration Form, Bill Of
Material, Commissions, Contracts)
1.1 Bill Of Materials (BOM) review BOMs prepared by Account Executives for completeness and adherence to guidelines before endorsing to the GM for approval. Tracks its completion and approval by the GM before any transaction is implemented related to it. Seeks necessary exception approval from the GM in cases when transactions are to be initiated before completion and approval.
1.2 Deal Registration Form (DRF) review and resolution of issues with the concerned Account Executive (AE/Sales)
1.3 Project Reference Code (PRC) issuance and control. Responsible for the issuance of Project Reference
Codes (PRC) according to required format for approved and customer accepted deals. Maintains updated listing of issued PRCs. Semestrally reviews and reports to the Treasurer and President, Deals of PRCs issued which have not been completed or have uncompleted phases and billings.
2. Sales Achievement Monitoring and Commission Computation.
2.1 Timely retrieval of Quarterly Achievement Reports, validation versus books and documentation;
computation of Quarterly Achievement Bonus. Endorsement for review and approval by the Corp Treasurer
and the GM. Responsible for timely endorsement to Payroll of implementation
2.2 Timely receipt and review of commission sheets from Sales Personne/concerned personnel; validation of
entries from accounting records and clarification from the concerned personnel.2.3 Tracking and issuance of transaction memos for confirmed internal charges for deals utilizing company
owned assets or requiring deposit guarantee.
2.4 Finalizes Commission Computation and endorsement for review and approval by the Corp Treasurer and
GM, at least 2 working days before due date with Payroll. Responsible for endorsement of approved
commission computation to payroll for implementation.
2.5 Maintains commission payout computation in prescribed format, containing both the commissions paid
out as billings are collected and commissions payable semestrally.
2.6 Responsible for the recording and finalization of semestral commissions payable in time for inclusion in
payroll one month after end of each quarter. Endorses correctly prepared and formatted semestral
commission for review and endorsement to the GM by Corp Treasurer; endorses to GM for approval.
3. Sales Document Tracking and custody3.1 Maintains custody of all hard/soft copy of contracts for deals; agreement with principals and sub
contractors.3.2 Follows up all required hard copy and signed sales documents from the concerned Sales personnel and
ensures these are complete before the first transaction (billing invoice or request for payment to
principals/sub-contractors)3.3 Ensures completeness of required documentation in Accounting files before endorsement of approval to
the President and General Manager
4. Quota Documentation and Tracking, Commission Processing and Payment
4. 1 Prepares Quota Letters upon finalization of quota for the company, team and individual sales person.
4.2 Monitors quota achievement, confirms eligibility of Sales and other qualified people for sales incentives
based on established guidelines. Responsible for payment of Sales incentive/bonuses as these are due.
4.3 Follows up Sales people for submission of commissions sheets upon collection of payments.4.4 Reviews Commission statements of Sales people before endorsement to the President and General
Manager4.5 Responsible for ensuring that qualified commission payments are paid out as scheduled; reviews
commission statements submitted by Sales personnel before endorsement to the GM.4.6 Provides assistance to the General Manager in updating and disseminating the approved Sales Incentives/Bonus (Commission) Plan for the year. Responds to queries on commission entitlement and
payments made.
5. Tax Management, Annual/Interim Audit and Legal Consultations
5.1. Handles tax and other accounting related referrals to Lawyers and Auditors
5.2 Handles BIR assessments, prepares all schedules, makes reconciliation to support NIC/PAN/FAN
5.3Does BIR Recon as needed for assessments and consulted with the Lawyers
5.4 Coordinates legal documentation and responses to BIR thru Lawyers
5.5 Monitors referrals to lawyers made by Accounting (Special projects e.g. Royalty taxes, Stock Transfers
5.6 Prepares all documentary requirements for submission to BIR (for BIR assessments)
5.7 Coordinates interim and annual audit of books for yearend financial statements.
6. Bank Relationships and managing company transactions
6.1 Coordinates w Bank Representatives/Managers for company account maintenance; investments and
completion of necessary documents related to the transactions with prior consultation w the Corporate Treasurer.
6.2 Obtains updated interest rates for potential additional placements
6.3 Confirms rollover of short-term investments as approved by the Corporate Treasurer.
6.4 Monitors dollar exchange rate for USD requirement and investment
6.5 Prepares and submits documentary requirements of account opening, updating, etc., signed by
Authorized Signatories6.6 Coordinates with Bank reps re: investments and transactions with prior consultation with the Corporate
Treasurer.
Regular Internal Reportsa. Weekly Cash position reportb. Monthly Financial Performance - Actual Vs Budgeted Expensesc. Weekly Status report (spreadsheet) of assigned task and regular duties
Other Job Duties:
a. Coordination with HR Officer regarding results of Physical Asset Inventory and implementing the
necessary adjustment in Lapsing schedule/InfoAsset data to be used for financial statement.
b. Completes requirements for tax clearance for Philgeps
c. Coordinates preparation of annual budget with Corp Treasurer, performs monthly variance analysis and
presents to the Corporate Treasurer,
d. Handles preparation and submission of Corporate Financial documents required for company
accreditation with customers in coordination w the Marketing Assistant and HR & Admin Officer.
e. Documentation of Processes, review and revision of accounting forms/templates as needed and/or assigned.