Accounting Assistant (Document Controller)
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Key skills for this role
Role Overview
Maintain an organized register/tracker of all accounting and trade-related supporting documents, including invoices, purchase orders, delivery notes, contracts, and shipping or LC-related paperwork.
Collect, verify, and file original and soft-copy documents received from banks, suppliers, customers, and internal departments in a timely manner.
Coordinate with Operations, Trading, and Logistics teams to follow up on outstanding or missing documents and ensure files are complete ahead of month-end and audits.
Support the Finance Manager and Senior Accountant & Finance team with the collection and submission of documents required.
Maintain a well-organized physical and digital filing system (folders, shared drives, ERP attachments) that allows documents to be retrieved quickly for review or audit.
Keep a log of pending, missing, or incomplete documents and proactively follow up with the relevant stakeholders.
Key Skills for This Role
Full Job Posting
Documents Controller
Maintain an organized register/tracker of all accounting and trade-related supporting documents, including invoices, purchase orders, delivery notes, contracts, and shipping or LC-related paperwork.
Collect, verify, and file original and soft-copy documents received from banks, suppliers, customers, and internal departments in a timely manner.
Coordinate with Operations, Trading, and Logistics teams to follow up on outstanding or missing documents and ensure files are complete ahead of month-end and audits.
Support the Finance Manager and Senior Accountant & Finance team with the collection and submission of documents required.
Maintain a well-organized physical and digital filing system (folders, shared drives, ERP attachments) that allows documents to be retrieved quickly for review or audit.
Keep a log of pending, missing, or incomplete documents and proactively follow up with the relevant stakeholders.
Audit, Compliance and General Support
- Support internal and external audits by retrieving, organizing, and providing requested documentation and basic explanations.
- Ensure all accounting and billing records are prepared and readily available for Senior Accountant and Finance Manager review prior to any adjustments.
- Coordinate with other departments as needed to ensure accurate and complete financial and document records.
- Suggest simple, practical improvements to filing, documentation, and accounting workflows.
- Carry out other reasonable accounting, administrative, and document-support tasks as assigned by the Finance Manager or Senior Accountant.
Qualification & Experience
- Bachelor’s degree in accounting, Finance, Commerce, Business Administration, or a related field — recent graduates are encouraged to apply.
- 0–2 years of relevant experience in accounting, bookkeeping, or documentation/administration; internship experience is welcomed.
- Studying towards, or having passed initial papers of, ACCA/CMA/CA (or equivalent) is an advantage but is not a requirement for this role.
- Prior exposure to a trading, commodities, or logistics business is a plus, but not essential — training will be provided.
- Fluent in English (written and spoken); additional languages are an advantage.
IT Skills
- Good working knowledge of Microsoft Excel & Sharepoint, including basic to intermediate formulas (SUM, VLOOKUP), formatting, and simple data tracking.
- Willingness to develop more advanced skills (pivot tables, XLOOKUP, SUMIFS) on the job.
- Basic exposure to any accounting software or ERP (e.g., Odoo, Tally, QuickBooks, SAP) is an advantage; full training on the company's ERP (Odoo) will be provided.
- Comfortable using the Microsoft Office suite (Word, Outlook) for everyday correspondence and reporting.
- Careful and accurate with data entry, and mindful of confidentiality when handling financial and customer information.
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