Admin & Account Executive

Responsibility & Duties

· Oversee the comprehensive management of accounts and financial reporting.

· Ensure that debtor payments are promptly recorded in the accounting system.

· Facilitate the timely collection of payments by generating Statements of Account (SOA) for customers with outstanding balances.

· Review accounting transactions, purchase invoices, sales invoices, and supporting documents to ensure accuracy and proper documentation.

· Prepare monthly reconciliations of various transactions for account reporting purposes.

· Conduct monthly bank reconciliations.

· Prepare all journal vouchers and ensure proper supporting documentation is maintained.

· Coordinate and arrange quarterly stocktaking and ensure inventory records are properly updated.

· Engage with auditors, tax consultants, company secretaries, and relevant regulatory bodies concerning statutory accounts, statutory filings, audit compliance, and internal control requirements.

· Handle corporate administrative matters and queries related to PCB, SOCSO, EPF, and other relevant statutory matters.

· Provide administrative support, including filing, documentation, data entry, record keeping, and maintenance of company records.

· Maintain the company’s fixed asset register and calculate monthly depreciation expenses.

Supplier & Purchasing Responsibilities

· Communicate and coordinate with local and overseas suppliers regarding purchase orders, order confirmations, production status, delivery schedules, shipping arrangements, and other purchasing matters.

· Monitor and follow up on overseas supplier orders to ensure goods are delivered according to the agreed schedule.

· Coordinate with overseas suppliers regarding shipping documents, including commercial invoices, packing lists, delivery documents, tracking numbers, and other relevant import/export documentation.

· Coordinate with suppliers and courier/freight companies regarding goods collection, shipment arrangements, delivery status, delays, and delivery issues.

· Monitor courier and freight shipments using tracking information and provide timely updates to the relevant management or sales personnel.

· Follow up proactively with suppliers and courier companies when shipments are delayed, held, or encounter customs or delivery issues.

· Prepare purchase orders for suppliers and ensure purchase orders are properly recorded and filed.

Goods Receiving & Warehouse Responsibilities

· Receive incoming goods from local and overseas suppliers and courier companies, checking the shipment against the relevant Purchase Order (PO), Delivery Order (DO), packing list, and other supporting documents.

· Handle the packing and unpacking of goods upon receipt, ensuring goods are handled carefully and safely.

· Check received goods for quantity, model, part number, serial number, and visible physical condition against the purchase and shipping documents.

· Report any shortage, damage, incorrect item, or discrepancy to the supplier, courier, freight forwarder, or management and follow up until the matter is resolved.

· Ensure received goods are properly labelled, recorded, stored, and maintained in an organised manner.

· Update the relevant inventory/stock records upon receipt and issuance of goods.

· Coordinate with the relevant staff to arrange delivery or collection of goods for customers.

Sales & Customer Administration

· Prepare Delivery Orders and Sales Invoices for customers accurately and on a timely basis.

· Coordinate customer deliveries and courier arrangements, including preparation of relevant shipping and delivery documentation.

· Calculate and prepare monthly, quarterly, and annual sales commissions.

· Maintain proper filing of sales, purchasing, supplier, customer, shipping, and accounting documentation.

General Administration

· Execute daily administrative and operational tasks to ensure smooth office operations.

· Maintain proper records of supplier orders, shipment tracking, goods received, inventory movements, and related documents.

· Follow up on outstanding administrative, purchasing, delivery, and documentation matters until completion.

· Perform any other ad-hoc duties and responsibilities as assigned by Management.