Payroll & Disbursements Officer

Twice a month, everyone in this company gets paid. You are careful, organised, and you would rather ask one more question than submit something you are not sure about.

You own payroll and disbursements end to end. You run the cycle, you prepare the remittances, you manage the payables, and you keep the documentation clean enough that it holds up under audit. What we need from you is accuracy, consistency, and the discipline to hit fixed deadlines twice a month, every month.

The role sits across three entities. Each has its own BIR registration and its own set of records. Keeping those clean and separate is a real part of the job, not an afterthought.

You work alongside our Accounting and Compliance Officer, and each of you is expected to be able to run the other’s routine cycle when the other is out. You will also take on administrative work as needed to support the owner. As the company grows, so does the scope of this role and the opportunities that come with it.

Key Responsibilities

Payroll

• Process payroll on a bi-monthly cycle across all studios, including timekeeping consolidation, overtime, night differential, holiday pay, and leave balances
• Prepare payroll documentation and online bank transfers for approval and release by the owner
• Generate and issue payslips, and maintain complete payroll registers separately for each entity
• Update payroll records for new hires, salary adjustments, movements, and separations
• Prepare final pay computations for separated employees, coordinating with the Operations Manager and HR Lead on clearance status
• Respond to employee payroll queries promptly, accurately, and with complete discretion

Government Remittances & Compliance

• Prepare and file SSS, PhilHealth (PHIC), and HDMF contributions and loan deductions on schedule via online portals
• Prepare withholding tax computations on compensation, along with supporting

schedule

s for the Accounting and Compliance Officer and the external accounting firm

• Track all remittance and filing deadlines and flag them ahead of time, not on the day
• Maintain complete, audit-ready supporting documentation for every filing
• Maintain custody, in the Company’s name, of the SSS, PhilHealth, and Pag-IBIG employer portal credentials

Disbursements

• Prepare and manage payables on a weekly cadence across all studios, ensuring timely processing and proper documentation
• Prepare vouchers for all three studios on a monthly basis
• Prepare EWT computations and BIR Form 2307 for supplier and contractor payments
• Monitor collection of BIR Form 2307 due to the Company from customers
• Coordinate payment release

schedule

s with suppliers, landlords, and service providers

• Monitor petty cash and liquidations across studio locations
• Authority to release funds remains with the owner. This role prepares disbursements; it does not approve them

Records & Support

• Record payroll and disbursement transactions in Xero
• Support bank reconciliations for payroll and disbursement accounts
• Maintain accurate data entry, filing systems, and proper documentation of financial records, kept separately by entity
• Prepare supporting

schedule

s and documentation for the Accounting and Compliance Officer and the external accounting firm

Backup and Cross-Coverage

• Maintain working capability to run routine bookkeeping and BIR filing preparation independently, and serve as backup to the Accounting and Compliance Officer during absences and transitions
• Participate in

schedule

d cross-training at least twice a year, by actually running the cycle rather than reviewing documentation

Administrative Support

• Provide administrative support to the owner as needed

Qualifications & Requirements

• 2 to 3 years of experience in payroll, accounts payable, or general accounting, with at least one full year of hands-on payroll processing
• Working knowledge of Philippine government remittance requirements (SSS, PHIC, HDMF) and BIR withholding on compensation
• Proficient in Microsoft Excel and Google Sheets. Proficient with Xero or QuickBooks
• Familiarity with the SSS, PhilHealth, and Pag-IBIG employer portals, and with eBIRForms or eFPS, is required
• Meticulous and deadline-driven. Payroll cutoffs are fixed and non-negotiable
• Able to handle confidential compensation information with complete discretion
• Comfortable asking questions rather than guessing. We would much rather answer a question than correct an error
• Able to work independently and take full ownership of deadlines without close supervision
• Bachelor’s degree in Accounting, Accounting Technology, Financial Management, or a related field is preferred
• Fluent in English and Filipino (preferred)
• Must be able to work onsite in Mandaluyong City during fixed office hours