Accounts Executive

Job Responsibilities

Accounts Payable (AP)

• Process purchase invoice from supplier

1. Match the purchase invoice, purchase order and receiving note to validate the details of purchases.
2. Ensure the ivoice is being approved by respective HOD.
3. Post the purchase invoice into accounting system**.**

• Process debit note/credit note from supplier (variance due to pricing)

1. Match the debit note/credit note with existing invoice to validate the pricing variance.
2. Ensure the debit note/credit note is being approved by respective HOD.
3. Post the debit note into accounting system.

• Process credit note from supplier (returned goods)

1. Match the credit note with existing invoice to validate the details of goods returned.
2. Ensure the credit note is being approved by respective HOD.
3. Post the credit note into accounting system.

• Perform monthly reconciliation with supplier’s statement.

• Generate creditor aging listing and prepare payment for due invoices.

• Submit payables listing to assistant manager for cash flow projection purpose.

• Process payment to supplier according to credit term granted.

1. Prepare payment voucher and obtain approval according to authority matrix.
2. Upload payments to online banking system, obtain online banking approval/prepare cheque and obtain cheque signatories.
3. Email supplier once online payment transmitted/inform supplier to collect cheque when cheque is ready.

• Process staff expenses claim

1. Check the nature of spending in the staff claim form against the supported bills/receipts (originals) to ensure the amount and purpose of purchase is relevant and accurate.
2. Ensure the staff claim form is duly approved by respective HOD.
3. Prepare payment voucher and obtain approval according to authority matrix.

Accounts Receivable (AR)

• Generate sales invoice to customer

1. Issue sales invoice based on sales order issued by Sales & Marketing department which supported by customer’s purchase order and delivery order that has been acknowledged by the customer.

• Generate debit note/credit note to customer (variance due to pricing)

1. Issue debit note/credit note to customer for over/under billing supported with relevant documents justifying the variances.
2. Obtain HOD approval on the credit note and release to customer.

• Generate credit note to customer (returned goods)

1. Ensure warehouse verified the goods returned and performed receiving of goods with Goods Returned Note.
2. Verify warehouse Goods Return Note and match to customer return order.
3. Issue credit note to customer if everything is in order.
4. Obtain HOD approval on the credit note and release to customer.

• Prepare and send out monthly statement of accounts to customer.
• Upon payment made by customer, match the customer payment advice with outstanding invoice in system and issue official receipt to customer.
• Generate debtor aging listing and monitor the outstanding balance is align with credit terms and credit limit granted.
• Follow up with customer for outstanding invoices and send out reminders to customer for overdue invoices.

Others

• Keep proper filling and labelling on all accounting documents.
• Ad-hoc duties assigned by superior.

Job Requirements

• Minimum 2 - 3 years of relevant accounting experience.
• Bachelor’s Degree in Accounting or partial professional certificate such as CAT/ACCA or equivalent.
• Knowledge in accounting & taxation.
• Proficiency in Microsoft Office especially Microsoft Excel (Pivot, V-Lookup) & Word.
• Knowledge in AutoCount / Microsoft Dynamics 365 will be an added advantage.
• Good command of written & spoken in English and Bahasa Malaysia. Mandarin will be an added advantage.