Account Assistant / Finance Executive (AP)

Job Responsibilities:-

1.Invoice Processing

• Review and verify incoming invoices/ staff commission/ expense claim reports.
• Ensure invoices are accurately posted with the correct amount.
• Ensure that all invoices have the appropriate approvals and documentation before payment.
• Match invoices to purchase orders (POs)/ GRN.
• Resolve discrepancies between vendor invoices and POs/ GRN.

2. Payment Processing

• Prepare and process payments for vendors through electronic transfers, or credit cards.
• Ensure that payments are made within the agreed-upon terms.
• Assist in processing employee expense reimbursements.
• Maintain and update payment schedules to ensure timely payments.

3. Vendor Management

• Maintain a database of vendor information, including contact details and payment terms.
• Respond to vendor inquiries and resolve any payment or account issues.
• Establish good working relationships with procurement and vendors to ensure smooth transactions.

4. Reconciliations

• Perform regular reconciliations of accounts payable to ensure that all outstanding invoices are accounted for.
• Reconcile vendor statements with internal records and resolve discrepancies.
• Ensure all payments are recorded accurately in the general ledger.

5. Reporting & Documentation

• Maintain detailed records of all transactions, including invoices, payment receipts, and approvals.
• Generate accounts payable aging reports to monitor overdue payments.
• Prepare reports on cash flow and forecasts as needed by management.

6. Internal Controls & Compliance

• Ensure compliance with company policies, financial controls, and accounting standards.
• Support internal and external audits by providing necessary documentation.
• Help implement process improvements for more efficient accounts payable operations.

7. System Maintenance and Improvement

• Use accounting software (e.g., Autocount & Conec) to process invoices and track accounts payable.
• Help improve AP workflows and systems for greater efficiency and accuracy.

8. Communication & Coordination

• Collaborate with other departments (such as procurement, admin, HR, Marketing and Operations) to resolve issues and ensure smooth financial processes.
• Communicate effectively with vendors, internal teams, and management regarding payment issues or discrepancies.

Requirements:-

• Diploma/Degree in Accounting, Finance, or a related field.
• Strong knowledge of accounting principles, especially Accounts Receivable and cash management.
• Good attention to detail and accuracy in handling financial data.
• Strong communication and interpersonal skills.
• Good problem-solving and analytical abilities.
• Proficient in Microsoft Excel and accounting software.
• Able to manage multiple tasks and meet deadlines effectively.