Admin Logistics Accounting Assistant
Position Overview
The Admin / Logistics / Accounts Assistant is responsible for supporting the finance, logistics, and administrative operations of the business. This role provides essential support in accounts payable/receivable, order processing, freight coordination, and general office administration. The position requires strong attention to detail, time management, and the ability to work collaboratively across departments to ensure efficient business operations.
KEY RESPONSIBILITIES
1. ACCOUNTS & FINANCE SUPPORT
- Process accounts payable and receivable, including invoice creation and reconciliations.
- Conduct bank and credit card reconciliations in line with company procedures.
- Assist with month-end processes, reporting, and filing of financial records.
- Prepare debtors and creditors reports for management.
- Support debt collection activities when required.
- Create and manage payment batches, ensuring accuracy and timeliness.
- Maintain accurate filing and archiving of financial documents.
2. LOGISTICS & DISPATCH
- Create new sales orders in the system (EXO) and maintain records.
- Coordinate with freight companies to determine shipping requirements (pallet size, weight, destinations).
- Obtain and compare freight quotes; prepare consignment documentation.
- Print and apply freight and product labels for shipments.
- Prepare and scan dispatch paperwork, saving digital copies for records.
- Liaise with clients to confirm dispatch and provide tracking information where necessary.
- Book pickups with freight providers and monitor delivery progress.
3. STOCK & RECEIVING
- Scan and record delivery dockets for incoming goods.
- Record batch numbers and update stock records in EXO.
- Receive goods accurately in the system and ensure proper labeling for stock control.
- Assist with inventory checks to ensure stock accuracy and availability.
4. ADMINISTRATION & SUPPORT
- Provide general administrative assistance to the finance and logistics teams.
Support CRM entries and updates (e.g., Hubspot). - Maintain stock/ordering records via Comstock or other internal systems
- Assist with customer communications, including PO confirmations and email correspondence.
- Ensure proper document control, filing, and digital archiving of all admin/logistics paperwork.
SKILLS & COMPETENCIES
- Strong knowledge of accounts processes (payables, receivables, reconciliations).
- Practical experience in logistics, freight coordination, and dispatch.
- Proficiency in ERP systems (EXO) and CRM tools (Hubspot, Consignment Stock).
- High level of accuracy and attention to detail.
- Excellent organizational and time management skills.
- Strong written and verbal communication.
- Ability to work independently and collaboratively in a fast-paced environment.
REPORTING & RELATIONSHIPS
- Reports directly to: Accounts / Operations Manager.
- Works closely with: Finance team, warehouse staff, and external freight providers.
- Liaises with: Clients for dispatch and order-related communications.
- Role type
- Administration, Operations, and Support
- Role
- Others
- Locations
- Robinsons Cyberscape Gamma, Ortigas Center, Pasig City
- Work Schedule
- Mondays to Fridays (6:00 AM to 3:00 PM Philippine Time)
- Shifting Schedule?
- false
- Shifts with Daylight Savings?
- true
About Satellite Office
Satellite Office partners with some of the world’s leading brands to build high-performing offshore teams based in the Philippines. Our people work directly with international clients in roles that are meaningful, challenging, and rewarding. Whether you’re in customer service, IT, digital marketing, finance, or creative design, you’ll be empowered to do your best work, and build a career you can be proud of.
At Satellite Office, we’re committed to creating a workplace unlike any other, fostering growth through engaging employee programs, continuous learning and development, team-building experiences, company-wide celebrations, and world-class office spaces.
Why You'll Love Working Here:
🌟 You’re Valued.
You won’t just be a number. You’ll be part of a close-knit, collaborative team where your contributions matter.
🚀 You’ll Grow.
From day one, you’ll have access to learning opportunities, mentoring, and support to help you reach your full potential.
🎉 You’ll Belong.
We’re proud of our vibrant and inclusive culture, filled with team-building events, company-wide celebrations, wellness programs, and more.
🏢 You’ll Work in Style.
Our world-class offices are located in premium business hubs like BGC and Ortigas. Modern, comfortable, and designed to bring out your best.
💼 You’ll Work with Global Brands.
We match you with top international clients where you’ll work directly with their teams and make a real impact.
Whether you’re starting a new chapter or growing in your profession, Satellite Office is where you’ll find more than just a job. You’ll find a career you can be proud of.