Position Title: Office Operations Associate – AP & Expense

Work Arrangement: Full-Time, Onsite (Congressional Ave, Quezon City)

Schedule: Monday to Friday, 9:00 AM – 6:00 PM

Department: Office Administration

Reports to: Operations Head

Salary Range: ₱20,000 – ₱25,000 gross/month

About the Role

As an Office Operations Associate, you will be instrumental in keeping our operations running smoothly. Your responsibilities will span accounts payable, expense reimbursements, office upkeep, and vendor coordination. You’ll enable the team to stay focused on delivering great service to our Employer-of-Record clients by ensuring that internal processes remain efficient, timely, and well-supported.

Key Responsibilities

Accounts Payable

• Validate invoices, route for approval, schedule and record payments using QuickBooks
• Target: 99% on-time payments; accounts payable aging ≤ 30 days

Expense Management

• Review employee reimbursements and credit card logs; release within 5 working days
• Target: 100% on-schedule reimbursement

Office & Supplies Management

• Track inventory levels, manage preventive maintenance, and coordinate with building administration and vendors for any repairs
• Target: No critical stock-outs; 100% uptime of essential equipment

Office Assistant Oversight

• Plan and oversee daily cleaning, messenger, and government-errand tasks; provide real-time direction and feedback
• Target: 100% task completion and no compliance delays

Vendor Coordination

• Maintain updated vendor master files (contracts, BIR 2307, bank details); resolve billing issues and negotiate terms as needed
• Target: Complete vendor documentation monthly; achieve 3%+ cost savings where applicable

Process Improvement

• Document, refine, and improve AP and expense workflows; recommend efficiencies such as batch payments
• Target: Documented standard operating procedures and measurable cycle time reductions

Qualifications

Required:

• 1–2 years of experience in accounts payable, general accounting, or office administration
• Proficiency in QuickBooks or similar cloud-based accounting tools
• Strong skills in Excel or Google Sheets
• Working knowledge of BIR compliance for payables
• Highly detail-oriented, organized, and able to work independently
• Demonstrates integrity and a proactive, solution-oriented mindset

Preferred:

• Familiarity with Odoo or other ERP systems
• Experience in vendor or facility management
• Background supporting small, fast-growing teams

Our Work Culture

We value efficiency, integrity, and accountability. You’ll be part of a collaborative team that relies on structured processes, open communication, and continuous improvement. Support from leadership and clarity in expectations ensures that your role has a meaningful impact on the broader organization.

Interested? Message us in the chat your responses to the following questions below:

1. Do you have at least 1 year of hands-on experience in accounts payable or general accounting, and have you used QuickBooks (or a similar cloud-based accounting system)?

2. Have you previously managed or supported tasks related to employee reimbursements, vendor payments, or office administration (e.g., supplies tracking, facilities coordination)? Please describe briefly.

3. This role requires a high level of accuracy, attention to detail, and ability to meet deadlines with minimal supervision. Can you share a specific example where you demonstrated these skills in a past role?