Accounting and Administrative Assistant

XTERNITY SERVICES INC.; Cebu City; On-site; PHP 201,000 - 312,000; Full time

Job summary

XTERNITY SERVICES INC. Cebu is seeking an organized Accounting & Administrative Assistant to keep accounting information complete, accurate, and easy to find. You will collect invoices, receipts, bank statements, and contracts, verify they belong to the correct period, and follow up with suppliers.

Join an efficient team supported by AI tools; training is provided. You will maintain traceable records, coordinate with internal colleagues and external contacts, and help with routine bookkeeping,

Qualifications

• Practical experience in accounting assistance, bookkeeping, or document control.
• Accounting/finance/business education preferred; hands-on experience also considered.
• Basic understanding of invoices, receipts, bank statements, and supporting records.
• Proficient in Excel, Outlook, and shared document platforms; ability to follow up with external contacts.
• Fluent English communication and high attention to detail.

Responsibilities

• Collect and verify accounting documents such as invoices, receipts, bank statements and contracts.
• Maintain organized, searchable records with proper filing and versioning.
• Follow up with suppliers, banks, and internal teams to obtain outstanding information and deadlines.
• Provide routine bookkeeping support and assist with reconciliations and month-end tasks.
• Learn and use team tools, including AI-assisted processes, with guidance.

Skills

Accounting support

Document control

English proficiency

Education

Accounting education preferred

Tools

Excel

Outlook

AI tools training

Job description

About the role

We are looking for an organized and dependable Accounting & Administrative Assistant to keep accounting information complete, accurate, and easy to find. You will collect documents, follow up with suppliers and service providers, maintain records, and help outstanding requests reach completion.

You will work alongside an efficient accounting team supported by AI tools that help organize information, identify missing documents, and prepare accounting work. No previous AI experience or programming knowledge is required. Training and guidance will be provided; what matters is your willingness to learn, ask questions, and use the tools confidently in your daily work.

This role suits someone with practical bookkeeping knowledge who takes ownership, communicates clearly, and follows through without repeated reminders.

Key responsibilities

• Collect and verify accounting documents

  Obtain invoices, bills, receipts, bank statements, supplier statements, credit notes, tax certificates, contracts, and other supporting records.

  Act on missing-information requests from the accounting team, supervisors, and external accountants.

  Check that documents are complete, legible, and belong to the correct company and reporting period.

  Identify missing pages, duplicates, incorrect details, and inconsistencies; arrange corrections with the appropriate contact.

  Proactively collect recurring documents before they become overdue.

• Maintain organized and traceable records

  Scan and upload physical documents using the company's filing and naming standards.

  Maintain an organized archive of originals and record where they can be retrieved.

  Link documents to the relevant task, transaction, company, and period.

  Preserve source records and keep corrected or replacement versions clearly identifiable.

  Ensure authorized colleagues can locate the required evidence without searching through scattered messages.

• Follow up and coordinate

  Contact suppliers, banks, external accountants, service providers, and internal colleagues to obtain outstanding information.

  Track each request, including the responsible contact, deadline, latest action, and next follow-up.

  Use an appropriate communication channel when an initial request receives no response.

  Escalate unresolved dependencies before they threaten a deadline.

  Confirm that the information received satisfies the request before closing the task.

• Provide accounting and compliance support

  Assist with routine bookkeeping inputs and supporting schedules under approved procedures.

  Collect documents needed for reconciliations, month-end closing, audits, and tax preparation.

  Obtain and organize filed returns, submission acknowledgements, payment confirmations, and related correspondence.

  Carry out authorized administrative transactions and document collection at BIR, LGU, banks, and other offices.

  Record the outcome of each visit or transaction and upload the supporting evidence promptly.

  Refer accounting judgments, tax questions, signatures, and payment approvals to the designated authorized person.

• Learn and use the team's tools

  Use the company's approved accounting, document, and task systems, including AI tools, with training and guidance.

  Read requests carefully, provide the information required, and answer clarification questions accurately.

  Check information against source documents and flag anything that appears incorrect or incomplete.

  Ask questions when an instruction is unclear, conflicts with another instruction, or exceeds your authority.

  Suggest practical improvements that reduce missing documents, repeated work, and unnecessary cost.

Our standard expectations:

• Ownership and initiative

  Take responsibility from assignment through completion or an explicitly accepted handover. Sending a request is an intermediate step; ownership includes follow-up, checking the response, and confirming the outcome.

• Deadline discipline

  Plan work around agreed deadlines. Identify dependencies early and escape risks before the deadline, stating what is missing, what you have already done, the impact, and the action or decision needed.

• Accurate task records

  Keep the company's task system current. Every open item must have a clear status, next action, and due date. Mark work complete only when the required output and supporting evidence are available.

• Clear communication and responsiveness

  Answer the actual question directly and address each requested point. Be reachable during agreed working hours, respond within established response times, and give useful updates without waiting to be chased.

• Accuracy and integrity

  Check your work before submitting it. Report missing information, mistakes, and uncertainty honestly. Never invent information, conceal an error, or report an action as completed when it has only been requested.

• Accountability and improvement

  Acknowledge mistakes promptly, help correct them, and apply the lesson to future work. Raise problems with a practical proposed next step.

• Professionalism and preparation

  Attend meetings prepared, communicate respectfully, follow approved procedures, and provide reliable handovers. Submit required daily or weekly updates on time, showing completed outputs, outstanding items, and blockers.

• Confidentiality and sound judgment

  Protect company, employee, supplier, and banking information. Use approved systems and access methods, and stay within delegated authority.

Qualifications

• Practical experience in accounting assistance, bookkeeping, accounts administration, or document control.

• Accounting, finance, or business education preferred; relevant hands-on experience will also be considered.

• Basic understanding of invoices, receipts, bank statements, debit and credit entries, and supporting accounting records.

• Comfortable using Excel, Outlook, shared document platforms, scanners, and task-management systems.

• Clear written and spoken English and confidence following up with external contacts.

• Strong attention to detail, organization, and ability to manage several outstanding requests.

• Willingness to learn new tools and work comfortably with an AI-supported accounting team. Previous AI experience is not required.

• Ability to undertake local office visits and document collection as required.

• Experience supporting BIR/LGU transactions, audits, multiple companies, or foreign-currency records is an advantage.

How performance will be assessed

Performance will be measured through:

• Completeness and accuracy of documents supplied.

• Timely completion of assigned requests and recurring collections.

• Early escalation and effective follow-up on blocked items.

• Reliable filing, traceability, and retrieval of records.

• Accurate task updates and evidence of completion.

• Reduced need for supervisory reminders and avoidable rework.

• Consistent ownership, professionalism, and responsible use of company systems.

Candidates may complete a practical exercise involving document checking, identifying missing information, organizing records, and drafting a follow-up request. No AI or programming test is required.