Account Executive

1. Job Summary

The Account Executive is responsible for managing the company's financial records, daily accounting transactions, accounts payable, accounts receivable, and financial reporting. The role involves ensuring accurate and timely accounting records, monitoring customer payments, verifying supplier invoices, and supporting the company's financial operations in the freight forwarding and logistics industry.

2. Key Responsibilities

A. Accounts Receivable (AR)

• Prepare and issue customer invoices for freight forwarding, transportation, handling, customs clearance, and other related services.
• Verify billing details against job files, delivery orders, quotations, and supporting documents.
• Monitor outstanding customer balances and follow up on overdue payments.
• Prepare customer statements of accounts and reconcile discrepancies.
• Ensure all invoices are issued accurately and promptly.

B. Accounts Payable (AP)

• Verify supplier invoices, transport charges, shipping charges, port charges, and other operational expenses.
• Match invoices against purchase orders, job files, delivery orders, and supporting documents where applicable.
• Prepare payment vouchers and arrange payments according to the company's payment procedures.
• Reconcile supplier statements and resolve billing discrepancies.
• Ensure proper recording of expenses and timely settlement of accounts.

C. General Accounting

• Record daily financial transactions into the accounting system.
• Maintain accurate and up-to-date accounting records and filing systems.
• Perform bank reconciliations and general ledger reconciliations.
• Handle petty cash, staff claims, and other assigned accounting transactions.
• Assist in month-end closing and preparation of financial reports.
• Maintain proper documentation for audit and tax purposes.

D. Freight Forwarding Operations Support

• Verify job costing and ensure all revenue and related costs are captured for each shipment or transport job.
• Check freight charges, haulage charges, port charges, customs clearance fees, and other disbursements.
• Coordinate with operations, customer service, transport, and documentation teams regarding billing and cost discrepancies.
• Monitor unbilled jobs and ensure timely invoicing and cost allocation.
• Assist in reconciling job profitability and identifying discrepancies between estimated and actual costs.

E. Compliance and Reporting

• Ensure accounting transactions comply with company policies and applicable accounting requirements.
• Maintain proper records for SST, withholding tax, and other applicable statutory or tax requirements, where relevant.
• Assist with internal and external audits.
• Prepare monthly accounts receivable and accounts payable reports.
• Perform other accounting duties and ad hoc assignments as instructed by management.

3. Qualifications and Requirements

• Diploma or Degree in Accounting, Finance, or a related field.
• Minimum 2 years of relevant accounting experience is preferred.
• Experience in freight forwarding, shipping, logistics, or transportation is an advantage.
• Proficient in Microsoft Excel and accounting software.
• Knowledge of accounts payable, accounts receivable, bank reconciliation, and general accounting procedures.
• Familiarity with SST and Malaysian tax requirements is an advantage.
• Good communication, analytical, and problem-solving skills.
• Able to work independently, meet deadlines, and maintain accuracy.
• Honest, responsible, organized, and able to work effectively in a team.

4. Key Performance Indicators (KPIs)

• Accuracy and timeliness of customer invoicing.
• Timely follow-up and collection of outstanding receivables.
• Accuracy of supplier invoice verification and payment processing.
• Timely completion of bank and supplier reconciliations.
• Accurate job costing and completeness of shipment billing.
• Timely submission of monthly accounts and reports.
• Compliance with company accounting procedures and documentation requirements.

5. Working Relationships

• Internal: Management, Finance & Accounts, Operations, Customer Service, Transport, and Documentation Departments.
• External: Customers, suppliers, transporters, shipping lines, port operators, auditors, banks, and relevant authorities.