Finance & Administration Officer

Position OverviewAxentris Skills Training Academy (ASTA) is looking for a detail-oriented and proactive Finance & Administration Officer to oversee day-to-day financial operations, government-related costing, regulatory compliance, and general administrative functions.This role combines bookkeeping, financial planning, TESDA scholarship and course costing, payroll support, government liaison, permit processing, and office administration. The successful candidate will help ensure accurate financial records, compliant training proposals, timely regulatory submissions, and efficient daily operations.The ideal candidate has a strong background in finance or accounting, excellent organizational and documentation skills, and preferably experience working with TESDA, technical-vocational institutions, or government-funded training programs.QualificationsBachelor's degree in Accountancy, Finance, Business Administration, or a related field.At least 2–3 years of relevant experience in bookkeeping, finance, costing, or finance and administrative operations.Working knowledge of TESDA costing requirements and scholarship programs is highly preferred, particularly Micro-credential, RTP (Registered Training Program), EBET (Enterprise-Based Education and Training), and TWSP (Training for Work Scholarship Program).Experience preparing government-funded training proposals, budget matrices, cost breakdowns, or financial reports is a strong advantage.Familiarity with Philippine government agencies and regulatory requirements, including TESDA, LGU, BIR, SSS, PhilHealth, and Pag-IBIG.Knowledge of payroll processing, statutory contributions, withholding taxes, and basic Philippine labor and employment requirements.Proficiency in Microsoft Office, particularly Excel, and Google Sheets; familiarity with accounting software such as QuickBooks or Xero is an advantage.Strong written communication skills, particularly in preparing formal correspondence, reports, and government-related documentation.Excellent organizational, analytical, and multitasking abilities, with strong attention to detail and the ability to manage recurring deadlines.High integrity and discretion in handling confidential financial, payroll, employee, and institutional records.Key Responsibilities1. Government Costing & Scholarship ProposalsPrepare detailed cost breakdowns for scholarship-funded training proposals involving TESDA, DTI, DICT, LGUs, and other government or institutional partners.Ensure training costs comply with applicable government costing guidelines, allowable expenses, and prescribed funding limits.Prepare budget matrices, cost annexes, financial justifications, and supporting documents for proposals, Terms of Reference (TOR), and funding submissions.Coordinate with the Project Manager and relevant stakeholders on costing requirements for Micro-credential, RTP, EBET, and TWSP programs.Assist in preparing the financial and administrative documentation required for grants, partnerships, and accreditation applications.2. Course Costing & Financial PlanningDevelop and maintain cost models for individual courses, bundled training packages, and other academy offerings.Prepare per-trainee and total course cost estimates, taking into account trainer fees, training materials, venue expenses, utilities, and other operating costs.Develop and update TESDA-compliant costing for micro-credential offerings and applicable costing structures for EBET programs.Monitor enrollment levels, operating expenses, and changes in resource costs to support accurate course pricing and budget forecasts.Maintain budget trackers and financial summaries to help management assess operating costs, projected revenue, and financial sustainability.3. Bookkeeping & Financial AdministrationRecord and maintain accurate financial transactions, including invoices, collections, disbursements, expenses, and petty cash.Maintain accounts payable and receivable records and organize supporting financial documents.Prepare bank reconciliations, monthly financial reports, and basic profit-and-loss and cash flow summaries.Monitor cash flow, track expenses against approved budgets, and maintain a schedule of recurring financial obligations.Process payment requests, expense claims, supplier invoices, and other financial documentation.Coordinate with external accountants and auditors regarding financial records, BIR compliance, statutory reporting, and audit requirements.Identify and report budget variances, potential cost overruns, and financial risks to management.4. Payroll & HR Administrative SupportPrepare and process payroll for employees, trainers, consultants, and other personnel, subject to applicable agreements and payment arrangements.Validate attendance, timekeeping, leave records, and other payroll inputs before processing payments.Assist in calculating and monitoring statutory contributions and withholding taxes, including SSS, PhilHealth, Pag-IBIG, and BIR obligations, in coordination with the appropriate personnel or external accountant.Maintain organized employee records, compensation summaries, contracts, and payroll documentation.Support recruitment administration, including posting vacancies, scheduling interviews, coordinating with applicants, and maintaining recruitment records.Assist with employee onboarding, personnel documentation, and other HR administrative requirements.5. Government Liaison, Permits & Regulatory ComplianceCoordinate with relevant government agencies, including TESDA, LGUs, BIR, SSS, PhilHealth, and Pag-IBIG, regarding documentation, submissions, and compliance requirements.Track the validity and renewal deadlines of business permits, TESDA registrations or accreditations, BIR registrations, and other applicable licenses and regulatory documents.Prepare, process, and follow up on permit applications, renewals, government forms, and supporting requirements.Coordinate document authentication, notarization, and other official processing requirements when necessary.Maintain a compliance calendar and organized physical and digital files for permits, licenses, registrations, and government submissions.Draft formal letters, memos, requests, and other correspondence for government agencies, institutional partners, suppliers, and management.Monitor upcoming deadlines and promptly flag incomplete requirements or potential compliance issues.6. General Administration & Office OperationsProvide administrative support to the School Director, Project Manager, and other authorized personnel.Manage incoming and outgoing correspondence, official documents, records, and communications.Maintain organized filing systems for financial, administrative, personnel, and regulatory records.Monitor office and training facility expenses, including rent, electricity, water, internet, and other recurring obligations.Track office supplies and training materials inventory, prepare purchase requests, obtain supplier quotations, and coordinate procurement.Coordinate with vendors and service providers regarding quotations, invoices, agreements, deliveries, and payment schedules.Assist in coordinating meetings, preparing meeting documents, managing schedules, and following up on administrative action items.Handle general office inquiries and provide administrative assistance to faculty, trainers, staff, and management.Perform other finance, compliance, and administrative duties as assigned.Key CompetenciesFinancial and analytical skills: Ability to prepare cost estimates, analyze expenses, maintain accurate financial records, and support budget planning.Administrative and documentation skills: Ability to prepare formal correspondence, organize records, process official documents, and coordinate with government agencies.Regulatory awareness: Familiarity with TESDA processes and Philippine government compliance requirements.Organization and time management: Ability to manage multiple responsibilities, recurring payments, payroll schedules, and permit renewal deadlines.Communication and coordination: Ability to work professionally with management, government representatives, suppliers, employees, and external partners.Integrity and confidentiality: Ability to handle sensitive financial, payroll, and personnel information responsibly.Initiative and problem-solving: Ability to work independently, anticipate operational needs, and proactively address administrative and financial concerns.How to ApplyInterested candidates who meet the qualifications are invited to send their updated resume and relevant credentials to info@outsourcehrservices.com with the subject line “ASTA – Finance & Administration Officer.”