Finance & Tax Administration Officer

The Finance & Tax Administration Officer will work closely with Management, the operational teams and the company’s external accounting firm. The external accounting firm will continue to handle specialist accounting, national tax filings and regulatory matters as determined by Management, while the Finance & Administration Officer will ensure that the company’s daily financial information is complete, accurate, reconciled, organized and properly documented.

Requirements :

• Open for local candidates.
• Minimum 3 years of relevant experience in finance administration, accounting, bookkeeping or a similar finance role.
• Diploma or Bachelor’s degree in Accounting, Finance, Business Administration or a related field.
• Strong understanding of basic accounting principles and financial administration.
• Proven experience handling accounts payable, accounts receivable, invoicing and expense management.
• Experience with bank, petty cash, cash advance and revenue reconciliation.
• Experience preparing financial data for monthly accounting and tax reporting.
• Good understanding of Indonesian business and tax administration.
• Experience with local tax reporting, particularly accommodation/F&B-related tax or PBJT, is highly desirable.
• Previous experience in hospitality, hotels, villas, resorts or tourism businesses is a strong advantage.
• Experience reconciling OTA revenue and booking channels is highly desirable.
• Strong Excel / Google Sheets skills with the ability to create financial trackers, reconciliations and reports.
• Strong numerical accuracy and attention to detail.
• Excellent organizational and documentation skills.
• Ability to identify discrepancies, investigate unusual transactions and maintain accurate financial records.
• Experience coordinating with external accountants, accounting firms or other financial service providers.
• Good professional English, both written and spoken.
• High level of integrity, confidentiality and financial discipline.
• Proactive, reliable and able to work independently.
• Strong ownership of recurring tasks, deadlines and follow-ups.
• Comfortable working within strict financial controls and segregation of duties.

Responsibilities :

Finance Function & Process Development

• Review and organize the company’s existing financial processes, records and documentation.
• Establish clear and practical procedures for expenses, invoices, reimbursements, petty cash, supplier payments and client invoicing.
• Create structured financial tracking systems and reporting processes.
• Establish a monthly closing process and financial deadline calendar.
• Identify gaps, missing documentation and weaknesses in existing financial processes.
• Recommend and implement appropriate internal financial controls.

Day-to-Day Financial Administration

• Record and categorize company expenses accurately.
• Maintain organized records of invoices, receipts and supporting documentation.
• Monitor supplier invoices and payment deadlines.
• Prepare payment requests and supplier payment schedules for Management approval.
• Track completed payments and maintain accurate payment records.
• Maintain petty cash and operational cash advance records.
• Manage employee expense reimbursements where applicable.
• Proactively follow up on missing invoices, receipts or supporting documents.

Bank, Cash & Revenue Reconciliation

• Perform regular bank reconciliations.
• Reconcile petty cash and operational cash advances.
• Reconcile revenue against booking records, operational records and actual bank receipts.
• Identify and investigate discrepancies or unexplained transactions.
• Maintain clear and traceable reconciliation records.
• Escalate unresolved discrepancies to Management.

Accounts Payable & Supplier Management

• Receive, organize and verify supplier invoices against quotations, purchase requests or deliveries.
• Identify duplicate, incorrect or unusual invoices.
• Maintain an up-to-date supplier payment schedule.
• Track outstanding supplier balances and payment due dates.
• Prepare payment requests with complete supporting documentation.
• Coordinate with the Executive & Operations Assistant when purchasing or operational information is required.
• Maintain visibility of upcoming financial obligations.

Accounts Receivable & Client Invoicing

• Prepare and issue accurate client invoices on time.
• Maintain records of issued invoices and payment due dates.
• Monitor incoming payments and match them against outstanding invoices.
• Follow up proactively on overdue client payments.
• Maintain an up-to-date accounts receivable aging report.
• Escalate significantly overdue payments to Management.
• Provide Management with regular visibility of outstanding receivables and expected cash collections.

OTA Revenue & Revenue Reconciliation

• Track revenue generated through OTAs and other booking channels.
• Reconcile OTA booking reports against actual payments received.
• Track gross booking revenue, OTA commissions, applicable taxes, payment processing charges, bank fees and net receipts.
• Reconcile direct booking and other revenue sources.
• Identify discrepancies between booking records, OTA statements and bank receipts.
• Maintain complete supporting documentation for OTA revenue, commissions and fees.
• Coordinate with the reservations team regarding booking or payment discrepancies.
• Ensure revenue information is correctly categorized for monthly reporting, accounting and tax preparation.

Monthly Accounting & Tax Preparation

• Prepare monthly revenue data from direct bookings, OTAs, accommodation, F&B and other revenue sources.
• Reconcile reported revenue against booking records, operational records and bank receipts.
• Prepare detailed information on OTA commissions and applicable transaction fees.
• Organize supplier invoices, expenses and supporting documentation.
• Ensure financial documents are complete and correctly classified.
• Prepare monthly financial schedules and reconciliations.
• Provide accurate and complete financial information to the external accounting firm within agreed deadlines.
• Respond promptly to accounting queries and proactively follow up on outstanding matters.
• Flag discrepancies or missing information to Management before relevant deadlines.

The Finance & Administration Officer will be responsible for preparing, reconciling and organizing the financial data required for monthly accounting and tax obligations.

The external accounting firm remains responsible for specialist accounting, national tax calculations, statutory filings and tax advice as determined by Management.

Local Tax Reporting

• Maintain a calendar of applicable local tax reporting and payment deadlines.
• Prepare monthly revenue reports required for local accommodation and F&B tax reporting, including applicable PBJT.
• Reconcile taxable revenue with booking records, OTA reports, operational records and bank receipts.
• Verify applicable taxable bases and tax calculations.
• Prepare and submit required local tax declarations and reports to the relevant authorities.
• Ensure declarations are submitted accurately and within applicable deadlines.
• Maintain copies and proof of all submissions.
• Prepare summaries of tax amounts due and payment instructions for Management approval.
• Follow up to ensure tax payments are completed before deadlines.
• Maintain proof of payment and reconcile payments against submitted declarations.
• Liaise with relevant local authorities when clarification or follow-up is required.
• Coordinate with the external accounting firm to ensure consistency between local tax reporting and accounting records.
• Monitor changes to applicable local tax rules and requirements and alert Management when action is required.

The Finance & Administration Officer will take responsibility for the monthly preparation and submission of local tax reporting relating to the company’s accommodation and food & beverage activities, including applicable PBJT reporting.

Monthly Management Reporting

• Prepare clear monthly revenue and expense summaries.
• Provide revenue breakdowns by source or channel where relevant.
• Report accommodation and F&B revenue.
• Provide OTA revenue, commissions and net receipts.
• Prepare expense breakdowns by category.
• Report outstanding client receivables and supplier payments.
• Provide an overview of cash position and bank reconciliation status.
• Report petty cash reconciliation.
• Provide updates on local tax declarations and payments.
• Highlight upcoming tax and financial obligations.
• Identify significant variances, unusual expenses or discrepancies.
• Highlight missing financial documentation requiring Management attention.

External Accounting Firm Coordination

• Maintain regular communication with the external accounting firm.
• Prepare and organize all required financial documentation.
• Submit complete financial information according to agreed monthly deadlines.
• Respond to accounting queries and requests for clarification.
• Proactively follow up on outstanding accounting and tax matters.
• Reconcile internal financial records with information provided by the accounting firm.
• Review information prepared by the accounting firm and flag apparent inconsistencies.
• Ensure Management is informed of upcoming tax obligations, missing documents or issues requiring attention.
• Maintain consistency between internal records, local tax reporting and external accounting records.

The Finance & Administration Officer is expected to manage the relationship and flow of information with the accounting firm proactively.

Financial Controls & Payment Administration

• Prepare payment requests and verify invoices and supporting documents.
• Prepare supplier payment schedules and tax payment instructions.
• Record completed bank transactions.
• Flag unusual, incorrect or potentially unauthorized payments.
• Maintain accurate petty cash records.
• Perform regular petty cash reconciliations.
• Manage procedures for cash advances and reimbursements.
• Prepare petty cash records for Management review.

Benefits:

• Fixed monthly salary
• BPJS + THR