Industry: Media
Location: Washington D.C.
Salary: $44-46K
Visa Sponsor: No
Language: English: Business Level, Japanese: Native Level
Detail: Position: ACCOUNTING & ADMINISTRATIVE ASSISTANT
Employment status: Full time / regular hours are from 9:00 a.m. to 5:30 p.m., Monday through Friday
Exemption status: Non-exempt
Department: Washington DC
GENERAL POSITION SUMMARY
It is the primary function of Accounting and Administrative Assistant to perform variety of accounting and administrative duties as a primary person in charge and/ or back-up person, ensuring timely, accurate and seamless accounting and administrative operations of the company. This position also assists management and correspondents with daily administrative duties, internal and external coordination, communication as well as special projects so that management and correspondents can maximize the time
and effort on performing their core duties.
ESSENTIAL JOB FUNCTIONS
Accounting
・Responsible for all aspects of accounts payable, including receipt of invoices, verifying invoice accuracy, payment terms, and initiating payment transactions.
・Enter daily expenses into the accounting data and monitor day-to-day banking transactions and balance, and perform daily bank reconciliation by comparing bank statements with accounting records.
・Compile and generate monthly financial reports. Assist in corresponding to accounting related questions.
・Request remittance of necessary funds.
・Prepare and post journal entries, including manual entries as appropriate in the designated accounting system, while reviewing general ledger accounts for correct coding.
・File accounting documents and keep/ store all records, information and documentation in accordance with the internal procedures to ensure timely answers for potential inquiries.
・Assist in proper management of contracts. Provide support for contracting procedures including tracking expiration dates, signature and contents review as appropriate.
・Assist with name changes on bank accounts and official credit cards.
General Office Administration
・Assist in compiling payroll data such as personnel or personal information, time & attendance records, benefit deduction while verifying completeness and accuracy. Assist with payroll processing payroll tax payment, coordinating with payroll outsourcing company.
・Assist in managing fixed assets, including company vehicles and office equipment. Assist in coordinating maintenance and repair of the fixed assets.
・Arrange office supplies purchases in timely manner. Organize office supply inventory in a way that encourages neatness and conservation.
・Receive and take representative calls and check representative mail, routing calls to appropriate individuals and taking messages as appropriate.
・Manage daily incoming/outgoing letters, mails, and packages including distributing and filing them when necessary.
・Perform variety of administrative functions, including performing assigned duties accurately and in a timely manner as requested by supervisors. Coordinate and communicate with third-party vendors on various issues in general affairs and office administration.
・Support expatriate-related administrative process when needed for correspondents and their family.
・Coordinate entry passes and perform reception duties including greeting guest / visitors and serving refreshments upon arrival.
・Plan and organize company events such as welcome parties and farewell parties.
Assist in Contents Creation and Production Coordination
・Coordinate logistics including transportation, accommodation, and any others necessary arrangement for news gathering, filming and production.
・Verify information and ensure that all contents are accurate, fact-checked and objective.
Other responsibilities and expectation
Professionalism & Adherence to Company Policies: Maintain professional conduct, attendance, and high ethical standards in the work place, complying with all company policies and procedures including Staff Handbook.
Reporting to Supervisor: Keep supervisor informed of status and progress, ensuring that regular and periodical communication takes place. When appropriate, escalate issues to supervisor, ensuring that concerns are addressed before they escalate into more serious problems and advance approvals are obtained for expenditure or irregular/ time-consuming tasks.
Communication & Interpersonal Demeanor: Maintain lines of communication with others with sensitivity to cultural diversity; Demonstrate respect for all individuals (both internal and external), regardless of their role, background, or position. When conflicts arise, address and resolve them in a constructive manner.
Work Efficiency: Organizes, prioritizes and completes assigned tasks efficiently while handling multiple tasks simultaneously and managing time effectively.
Continuous Improvement: Seek constant improvement, being resourceful in finding more efficient and less expensive alternatives in work process.
Technical Knowledge Development: Maintain professional and technical knowledge by reviewing professional publications; establishing personal networks and keeping abreast of industry trends and related compliance issues within the area of responsibilities.
Other: Performs other duties and responsibilities as required or requested by correspondents, producers, and management.
QUALIFICATIONS
Education & Experience (Guideline)
The following descriptions are guideline and equivalent combination of education and experience will suffice the qualifications of the position.
Experience: Several years of hands-on experience in accounting assistant and/ or general office administration.
Education: High school diploma
Knowledge, Skills and Abilities
Technical Knowledge: Basic working knowledge of common workflow and practices of office administration and accounting.
Computer: Proficient use of Microsoft Outlook, Word, and Excel, Internet
Language: Must be able to read, write, and communicate in English. It’s preferable if speak, read, write, and communicate in Japanese and other languages.
Work Environment and Physical Demands
・Work is generally performed within an office environment or work from home, with standard office equipment available.
・Work is generally sedentary in nature, but may require standing, walking, grasping, and occasionally lifting and moving objects or items, up to a moderate to heavy weight.
・May be required to work beyond normal business hours including night time, weekend or holidays as business needs dictate.
・Business Travel: None/ Minimal
