Backoffice Supervisor

Job Description

Job Summary & PurposeTo carry out back office operation duties in relation to accounting such as accounts payables and purchases,employee leave salaries; and Logistics such as delivery schedule on journal, posting deliveries and other. Inaddition to generating financial data reports on the company performance to enable management to takeinformed decisions an0064 help the company achieve its financial and business objectives.Reports Required- Reconciliation of Bank Monthly Report- Monthly Taxation Report- Purchasing Report- Selling Report- Expenses Report- Vendors Report- P & L- Balance Sheet- Collection Report- Petty-Cash report- Inventory Report- Outsource cost for cars and containers- Outsource service suppliers? evaluation- Overtime paid & forecast (for approval)- NAV revisions report (SRO/SCO/WSH/Transit codes/Delivery journal)ResponsibilitiesPROCUREMENT1. Schedule, follow up and execute invoices and payments of all purchases, direct and indirect(freight, import cost, shipping, Clearance etc.)2. Reconciliation report on accounts with all suppliers and all vendors and maintain a goodrelationship with them.3. Prepare ledgers, statements, and accounts to identify errors & Report to General Manager.4. Settle end of year budget & financial settlements (prepaid, accrued, depreciation?etc.)SALES CYCLE5. Follow up on all cashier transactions:? Check that all items are reserved properly in Sales Order (Ledger, Transfer, PO)? Check Sales Order reserved on PO have a minimum payment of 50%? Execute on System Approved Discounts? Post all accessories delivered from showroom if they?re delivered & not posted.? Issue the Sales Orders after proper review of accessories6. Daily checking of the Delivery Journal Batch, controlling and posting the transactionsHR Accounting7. Prepare, Review and audit salaries, financials requests, employees? payments, and maintaina sharp review of overtime requests, that must be approved by general manager.8. Employees ledger validation and reconciliation with HR reportsWAREHOUSING9. Participate and check the stock Inventory and reconciliation report10. Review any Damage report presented by Warehouse supervisor, approve With Generalmanager and execute it.LOGISTICS11. Direct and control staff in delivery to ensure that they carry out their responsibilitieseffectively and provide a high-quality service, and ensure staff are meeting our hygienestandards and are appropriately trained and motivated12. Checks the transfers on System and sends a request to warehouse to prepare the orders13. Assign the work orders for the relative drivers, update delivery status on schedule and postorders on BC and CRM and Report customers? status delivered, cancelled or postponed.14. In case of overload in Delivery schedule, set schedule with Outsource drivers, who must bean approved Logistics service suppliers by Company?s general manager. They must beevaluated twice a year and evaluation to be recorded.15. Undo Shipment of returned products, and delivering them to warehouse that must be signingDelivery note, in case customer cancelled or postponed16. Report monthly total customers? status delivered, cancelled, or postponed and total PSI andSRO per brand and branch and revise with accounting managerGENERAL ACCOUNTING17. Undertake routine administrative support, such as opening a post, Filing?.18. Monitor the NAV and Keep close on all transactions on daily basis and report to generalmanager in case of discrepancy19. Cooperate with the external auditors to finalize their work efficiently20. Post all payments on bank and ensure payments are done on time21. Prepare on monthly basis all government, taxation (in cooperation with external auditors)& accounting reports and deliver them to the General manager22. Reconcile and Monitor bank accounts & pending transactions and directly follow up withbank to ensure a smooth cash flow by maintaining a good relation and highlight any cashflow problem so that any necessary remedial action can be taken23. Follow up on late collections and bad debts and report to general manager on paymentdelays24. Carry out any statistical analysis and produce reports as required by management25. Prepare and report monthly general accounts for cost center activities to ensure thatfinancial targets are met and to assess the need for any remedial action26. Maintain control over the accounting system to ensure that accounts are effectively managedand following the International Accounting Standards27. Analyze and control all operating expenses and decrease discrepancies28. Deliver an accurate operating P&L account and balance sheet and analyze them to meetregulatory and business requirements on monthly basis.29. Coordinate with the legal department in case of bad debts availability30. Upload in shared folder pictures of customers? projects delivered including date per branchper customer31. Prepare contracts for forklifts, outsource companies, and online charges32. Makes sure on daily basis that staff activities are processed on CRM33. Regularly review with General manager, any request or change to be implemented in workprocess or procedures.

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