Account & Sales Admin Executive

About the role

This position is the accounts and administration for growing office. You will handle billing and accounts records in the system, support sales administration, and prepare the monthly figures and documents for accounting , the company secretary and Japan head office. Reporting directly to the General Manager.

Key responsibilities

• Issue invoices, delivery orders, credit notes and debit notes in the accounting system, and maintain complete supporting documentation.
• Prepare monthly distributor billing and cross-check it against the sales report and raw data before it is issued.
• Maintain accounts receivable: monitor ageing, follow up outstanding payments with Sales, and prepare statements of account.
• Process accounts payable: verify supplier invoices against purchase orders and goods received notes, prepare payment listings, and act as requester for bank payments for approval.
• Record, maintain petty cash and perform bank reconciliation.
• Calculate monthly sales commission and support the review with Sales and the General Manager.
• Prepare and submit monthly closing documents to the external accounting firm, and follow up on the management accounts returned.
• Process monthly payroll, and maintain staff attendance and leave records.
• Compile documents for the annual audit, and prepare submissions for the company secretary and licence renewals.
• Maintain customer master data, price lists and filing, and support Sales with quotations, order documentation and customer enquiries.

About you

• Diploma or Degree in Accounting, Finance or Business, or LCCI / professional accounting qualification.
• Minimum 3 years in accounts, billing or accounts administration; experience in a trading, distribution or F&B company is an advantage.
• Working knowledge of accounting software is essential — SQL Account, Auto Count, or similar — including the sales, purchase and inventory modules.
• Strong Excel, including pivot tables and lookup formulas for reconciliation and reporting.
• Able to run and interpret ledgers, and to handle a full set of accounts up to trial balance, is a strong advantage.
• Understanding of SST, e-Invoicing requirements and Malaysian payroll statutory processing — EPF, SOCSO, EIS, PCB and year-end EA / Form E.
• Accurate, organized and able to meet monthly closing deadlines; comfortable working independently in a small team.
• Proficient in Mandarin and English — Mandarin is required to liaise with Mandarin-speaking customers and suppliers on billing and payment matters; working Bahasa Malaysia.
• Discreet and trustworthy with confidential company, payroll and customer information.

About us

Ooi Yamamoto Malaysia is the Malaysian office of a Japanese seafood and food trading group with over 400 years of history, operating across Japan, Vietnam, Thailand and Malaysia. From our office in Subang Jaya we import and distribute frozen and chilled seafood and Japanese food products to hotels, restaurants, caterers and retailers.

Benefits

• Direct reporting to the General Manager, with clear written duties from day one.
• Broad scope across accounts, sales administration and HR support — not a single repetitive function.
• A stable, established Japanese group in a growth phase in Malaysia.