Finance and Documentation Officer

A. JOB IDENTIFICATION:
DESCRIPTION: Finance and Documentation Officer
DEPARTMENT: Finance and Accounting
REPORTS TO: Finance and Accounting Head

B. JOB PURPOSE:
The Finance and Documentation Officer is responsible for supporting the finance and accounting team in various capacities, with a particular focus on managing and processing all financial transactions related to real estate sales, ensuring accurate documentation of sales and loan agreements, and handling accounts receivable for the company. This role ensures compliance with company policies, regulatory requirements, and financial best practices to maintain smooth transactions and cashflow.
C. ACCOUNTABILITIES:
Key Performance Measure
1. Accounts Receivables Management
• Monitor and mange real estate receivables, ensuring timely collection of payments from buyers.
• Prepare collection forecasts and variance analyses.
• Prepare and issue billing statements, notices and payment reminders to clients.
• Maintain accurate records of payments, adjustments and outstanding balances.
• Coordinate with the sales and accounting team for reconciliation of receivables.

2. Sales & Loan Documentation and Titling
• Prepare, review and process sales contracts, reservation agreements, deeds of sale, loan agreements and other necessary documents for real estate transactions.
• Ensure completeness, accuracy and compliance of all sales documents with legal and regulatory requirements.
• Liaise with banks, financial institutions, and buyers regarding project accreditation, financing and loan applications.
• Facilitate, the signing and notarization of contracts and agreements.
• Oversee the title transfer process of fully paid buyers.
3. Coordination with Buyers and Internal Team
• Assist buyers with inquiries related to payment terms, financing options, loan processing and documentation requirements.
• Work closely with the Sales, Legal, Accounting and Finance teams to ensure smooth and efficient sales transactions.
• Provide updates and reports on collection status, loan approval, and pending sales documentation.
4. Record Keeping and Financial Reporting
• Maintain organized records of contracts, loan documents, and buyer files for easy references and audit purposes.
• Ensure compliance with government regulations including real estate financing compliance and data privacy laws.
• Support external audits and regulatory inspections related to sales and receivables.
• Checks and validates requests (or compute) and monitor broker’s commissions and employee incentives.
• Prepare, analyze and submit regular and special reports for the management.
5. To perform other related functions that may be assigned by immediate supervisor or the company.

D. QUALIFICATIONS
1. Bachelor’s degree in Business Administration, Finance Accounting, Real Estate Management, or related field.
2. At least 2-3 years of experience in receivable managements, finance role, real estate documentation, or related role.
3. Strong knowledge of real estate sales processes, loan documentation, title transfer and financial transactions.
4. Proficiency in Microsoft Office (Excel, Word, Outlook) and financial software.
5. Excellent attention to detail, organizational, and communication skills.
6. Ability to work with minimal supervision and meet deadlines in a fast-paced environment.