Admin Staff/Encoder

Position: Admin Staff / Admin Encoder
Department: Administration
Company: SILVERSTERN MOTORS INC.

Job Summary

Responsible for encoding invoices, accounts payable, company expenses, vehicle records, and client quotations. The position also handles document filing and record maintenance to ensure that all administrative and financial records are accurate, complete, organized, and updated.

Duties and Responsibilities

1. Invoice and Payables Encoding

• Encode supplier invoices, bills, and accounts payable transactions.
• Record payables for vehicle parts, materials, labor charges, subcontractors, and other company expenses.
• Verify invoice details, amounts, due dates, and supporting documents.
• Monitor outstanding payables and payment due dates.
• Maintain an updated record of paid and unpaid invoices.
• Coordinate with the Accounting Department regarding discrepancies and pending payments.

2. Vehicle Records Management

• Encode and update vehicle information, client details, job orders, and repair status.
• Maintain records of vehicle repairs, painting works, parts replacement, and other services.
• Ensure vehicle records are complete and updated.

3. Expense Recording

• Encode company expenses based on receipts, invoices, and approved expense documents.
• Categorize and maintain records of vehicle-related expenses, materials, labor, and operational costs.
• Prepare expense summaries and reports as required.

4. Quotation Preparation

• Prepare quotations for clients' vehicles based on approved repair requirements, parts, materials, and labor charges.
• Coordinate with concerned personnel to verify prices and scope of work.
• Maintain quotation records and monitor approval status.

5. Filing and Document Management

• Sort, label, file, and organize physical and digital documents.
• Maintain proper filing of invoices, quotations, receipts, payables, expense reports, and job orders.
• Ensure documents are complete, accessible, and easy to retrieve.
• Follow up on missing documents and maintain confidentiality.

6. Administrative Reporting

• Prepare daily, weekly, and monthly reports as required.
• Coordinate with the Admin, Sales, Service, and Accounting Departments.
• Perform other related administrative duties assigned by the immediate supervisor.

Qualifications

• Graduate of any business-related course or equivalent experience.
• Proficient in Microsoft Excel, Word, and basic computer applications.
• Knowledge of invoicing, accounts payable, expense recording, and document management is an advantage.
• Detail-oriented, organized, and accurate in data encoding.
• Trustworthy and responsible in handling financial records and confidential documents.
• Able to meet deadlines and work with minimal supervision.

Interested applicants may submit their updated resume for evaluation.

Pay: From Php18,070.00 per month

Benefits:

• Company events
• Promotion to permanent employee

Work Location: In person