Accounting Administrator

Description

Position Summary: Supports financial process management, ensuring accurate accounting, fixed asset control, and reconciliations under accounting supervision. Key Highlights: 1. Administrative and accounting support in financial management 2. Comprehensive fixed asset management and accounting reconciliations 3. Participation in the preparation of tax reports and declarations **POSITION INFORMATION** ------------------------- **Position:** Accounting Administrator **Department:** Accounting **Immediate Supervisor:** Cost Accounting Manager **General Summary:** Provides administrative and accounting support in financial process management, ensuring accurate transaction accounting, asset control, reconciliations, and tax-related information. Supports execution of daily accounting tasks, facilitating process efficiency and contributing to the organization’s proper financial management under the accounting department’s supervision. **MINIMUM REQUIREMENTS** ---------------------- **Education:** Technician, Technologist, Professional, or final-semester student in Public Accounting, Business Administration, Industrial Engineering, or related fields. **Experience:** N/A. **Knowledge:** * Tax knowledge is desirable. * Proficiency in management systems (Excel, accounting software, etc.) for bank and accounting reconciliations is desirable. * Knowledge of invoice and payment recording, petty cash handling, and credit card management is desirable. **FUNCTION DESCRIPTION** -------------------------------- * Manage and record accounting entries for purchase and service invoices (freight, painting, etc.), verifying, recording, and archiving supplier documents, as well as cross-checking with DIAN, invoices, and supporting documents. * Create and update the supplier registry, validating that the procurement department provides complete and accurate information. * Perform accounting account reconciliations, ensuring balance and record consistency. * Support internal and external audits by providing truthful, complete, and organized information, and promptly addressing regulatory body requests. * Record payroll payments, social benefits, parafiscal contributions, and labor cost capitalization. * Record petty cash and credit card transactions. * Analyze and adjust accounting accounts to ensure financial statement accuracy—including taxes, exogenous information, and income tax—track ledger items, and manage third-party recoveries. * Maintain updated and organized accounting documents and files. * Support preparation of financial reports and statements, as well as accounting notes. * Prepare and issue withholding tax certificates to corresponding individuals and entities. * Participate in preparing and filing annual tax returns per current legal requirements, as requested by regulatory bodies, including: income tax, DIAN exogenous information, SuperSociedades, annual ICA (municipality), compensation account, foreign exchange exogenous information, MinCIT, among others. * Estimate freight costs required for operations and cross-check invoiced equipment. * Support preparation and filing of tax declarations such as withholding at source, VAT, and bimonthly ICA, ensuring compliance with deadlines and legal requirements. * Maintain an updated archive of filed tax returns along with respective supporting documents. * Administer and implement the Fixed Assets module. * Develop and update fixed asset area policies, procedures, and formats, ensuring proper process documentation. * Manage the operational life cycle of fixed assets through implementation and monitoring of internal, financial, and operational controls, ensuring compliance with current corporate policies. * Conduct periodic physical inventory counts, prepare outcome reports, reconcile against the accounting subsidiary ledger, and manage pending regularization tasks. * Assess the physical and operational condition of assets to manage disposals, sales, or retirements, ensuring timely updates to useful life and correct system registration. * Supervise and document asset traceability, controlling movements and transfers between sites or departments to maintain up-to-date location records in the system. * Ensure integrity of the fixed asset master register, maintaining detailed, accurate data aligned with the company’s operational reality. * Manage identification and technical labeling of new assets, formalizing responsibility assignment via cost-center and custodian accountability documents. * Monitor in-progress asset accounts, ensuring timely capitalization and transfer to definitive assets upon project completion. * Identify indicators of asset impairment due to obsolescence, physical damage, or disuse, supporting necessary book value adjustments per accounting standards. * Record and amortize intangible assets such as licenses and software, applying established amortization methods to ensure systematic and rational recognition over their useful lives, and performing monthly balance reconciliations with subsidiary ledgers. * Record and manage deferred assets, verifying appropriate classification and compliance with accounting criteria, ensuring periodic amortization and maintaining reconciliations with subsidiary ledgers and financial statements. * Account for foreign invoices, verifying purchase orders (PO) and receipt reports (IR), including those still in transit. * Other duties assigned according to organizational needs.