Accounts Payable Executive

JOB RESPONSIBILITIES

Invoice Processing & Verification

• Receive, review, and verify supplier invoices for accuracy, completeness, and compliance with SST and company policy.

• Perform 2-way or 3-way matching between invoice, purchase order (PO), and goods receipt note (GRN).

• Assign appropriate GL codes and cost centres based on expense nature and company guidelines.

• Ensure all invoices are entered into the accounting system promptly to avoid processing delays.

Payment Processing & Scheduling

• Schedule and execute weekly and monthly payment runs via GIRO, IBG, DuitNow, or Telegraphic Transfer.

• Prepare payment batches and submit for approval by the Accounts Manager before release.

• Ensure payments are made within agreed vendor terms to support healthy cash flow and vendor relationships.

• Record all payments accurately and reconcile against bank statements on a timely basis.

Vendor Management & Communication

• Serve as the primary point of contact for suppliers on payment status, outstanding invoices, and discrepancies.

• Maintain accurate vendor master data including SSM documentation, bank details, and tax information.

• Resolve issues relating to incorrect invoicing, disputed items, or missing supporting documents.

Compliance & Documentation

• Ensure proper documentation and audit trail is maintained for all invoices and payment transactions.

• Adhere to SST, Withholding Tax (WHT), and LHDN reporting requirements under supervision of the Accounts Manager.

• Follow company policies on approval hierarchy, expense limits, and invoice cut-off dates.

• Support coordination with external auditors and tax agents by preparing schedules and supporting documents as directed.

Reporting & Month-End Support

• Prepare AP aging reports and payment summaries on a regular basis for management review.

• Support the month-end closing process by ensuring all AP entries and accruals are captured correctly and submitted by the stipulated deadline.

• Liaise with the GL team to ensure the AP subledger is reconciled and aligned with the general ledger.

• Track and report KPI performance (e.g., payment turnaround time, invoice backlog) as required by the Accounts Manager.

Filing & Ad-Hoc Duties

• Maintain proper physical and digital filing of financial documents in compliance with record-keeping requirements.

• Assist with periodic stock reconciliation exercises as required by the Finance team.

• Perform other duties and ad-hoc tasks as assigned by the Accounts Manager or Management.

SKILL & KNOWLEDGE REQUIREMENTS

• Diploma or Bachelor’s Degree in Accounting, Finance, or equivalent professional certificate (e.g., LCCI, CAT). ACCA partial completion is advantageous.

• Minimum 1–2 years of hands-on accounts payable or related accounting experience. Fresh graduates with relevant internship experience are encouraged to apply.

• Experience in trading, retail, or automotive sectors is an added advantage.

• Working knowledge of Malaysian accounting principles, Sales & Service Tax (SST), and basic taxation requirements.

• Proficiency in accounting software (e.g., SQL Accounting or equivalent).

• Competent in Microsoft Excel — including pivot tables, VLOOKUP, and common formulas.

• Attention to detail and accuracy in invoice processing and record-keeping.

• Ability to analyse and reconcile invoices, identify discrepancies, and escalate payment issues appropriately.

• Good verbal and written communication skills for coordinating with vendors and internal stakeholders.

• Ability to manage workload independently, prioritise tasks, and meet deadlines.

• Proficiency in Bahasa Malaysia, English and Mandarin (spoken and written) to liaise with Mandarin speaking vendors