Our purpose
Here at Datacom, we connect people and technology in order to solve challenges, create opportunities and discover new possibilities for the communities we live in
The Nitty Gritty
Datacom is Australasia's largest homegrown technology services business of over 6500 people, from humble beginnings as a small family business, we have enjoyed healthy, organic, and sustainable growth to become a large multinational, that proudly holds on to our ‘small family business feel.
We have extensive expertise in operating data centers, providing IT services, software engineering, and application management, as well as payroll and customer service design and operations. With this comes a long list of significant clients Datacom is committed to hiring, developing, and promoting the best talent from a diverse range of backgrounds. We are local at heart, yet world-class in capability
At the center of our vision and values are people: our people. We are guided by what is best for our staff, our customers, and our communities.
Growing to dominate the New Zealand government and corporate IT market, we expanded into the Philippines, Malaysia, and Australia in the mid-90s and have been growing in those regions ever since.
Do you have what it takes to help us grow? This is your chance to be part of something new, getting on from the ‘ground floor’ and benefiting from all the up-side of a ‘start-up’ initiative with the security of a large multinational (and yet none of the down-side).
Role Overview and Objectives
The Accounts Administrator reports to the Senior Accounts Administrator and is responsible for supporting the transaction services functions by ensuring all administrative tasks are managed in a timely and accurate manner.
Role Responsibilities
The Accounts Administrator is responsible for completion of administrative tasks to a high standard and within agreed timeframes. Administrative tasks include but are not limited to:
1 Recording of transactions
o Ensure all transactions received on Datacom’s bank statements are recorded into NetSuite for all DC entities.
o Ensure customer payments are applied to invoices correctly.
o Coordinate with the Collections team to ensure that receipting is completed on the 1st & 21st of each month (for high volume transactions)
o Ensure customer credit card payments are reconciled daily (including reconciliation to the Windcave & SecurePay reports)
o Work with customers and Collections Team for outstanding remittances.
o Work with the Collections team and Accounting to clear bank reconciliation items.
o Assist with reconciliation of cash sales accounts.
o Ensure all receipting related enquiries (internal and external) are answered.
2 Management of the AP/AR Inboxes:
Manage the AP/AR inbox daily as follows:
o Respond to general enquiries such as:
o Provide invoice copies to customers.
o Provide statements to customers.
o Send requests to update customer master detail such as email addresses, contact details to the Master Data team to update in NS.
o Send Customer Purchase Orders, or other details relating to customer orders to the correct area of the DC Business. Email customer to advise the correct email address to send these emails going forward. File in a folder called Customer POs.
o Move emails relating to Credit Control to the relevant Collections Team members’ folder.
o Review incoming emails and check if invoices attached are in Esker if not forward to invoices mailbox (if they are already received archive email
o Move emails relating to Alpha Split to the relevant Accounts Payable Team members’ folder.
o Highlight any reoccurring issues to the Team Lead - Senior Process & Business Analyst.
3 Reporting
o CRA (Customer Return Authorisation) to refund / approve.
o Invoices waiting to be emailed (*) - emailed to the DC business contacts as appropriate daily from WD1 to WD4 & then weekly for the remainder of the month. A running spreadsheet to be maintained & sent to Credit & Collections Team Lead and General Manager Transaction Services on a monthly basis.
o Cash – Outstanding Bank Transactions Report (report provided by accounting)
4 Customer / Vendor Maintenance
o New Customer accounts:
o Process request for new customer accounts as follows:
o Run Credit report, check companies register & download company register detail, note Datacom entity & forward to Credit & Collections Team Lead for approval. Once approved, the Credit & Collections Team Lead will request the Master Data team to setup the customer account in NetSuite.
o Complete customer supplier forms as required.
o New Vendor requests
o Monitor Esker for New Vendor invoices and request the business to fill in and request through Activate.
5 Manual Invoices:
o Intercompany:
o Raise manual intercompany invoices for all ANZ entities.
o Complete the Advanced Intercompany Journal matching process with AP & Accounting by the 25th of each month.
o Follow-up overdue intercompany invoices
o Rebate:
o Raise manual rebate invoices.
6 Process AR related transactions
o CRA’s
o Monitor dashboard to manage & process CRA requests submitted by the business. Ensure all supporting documents have been provided (including request from the DC business & DFA approval) prior to processing the CRA. Ensure that the supporting documentation has been added to NetSuite.
o Raise manual credit notes as required (these generally would relate to historical GP invoices).
o Refunds:
o Process customer refund requests. Ensure all supporting documentation is provided.
o Credit Card:
o Process credit card transactions.
7 Statements
o Send statements to customers on WD4.
8 Financial Support
o Contribute to projects as required.
o Other support to finance team as required.
o Any Ad hoc duties as specified by Team Lead or General Manager - Transaction Services.
Requirements
Knowledge
Experience
Skills
Benefits
Our office is at BGC Taguig and we have hybrid work setup(Twice a week) and a flexible work schedule and we promote Work-Life balance, and an APAC focus means no graveyard shifts!
We also provide exciting perks such as spotter fees, HMO with Free 4 Dependents, Leave credits, Performance bonuses, and a work-life balance environment.
