Admin Cum Account

JOB DESCRIPTION – ADMIN CUM ACCOUNT

Department: Accounts & Administration
Position: Admin Cum Account
Reports To: Finance / Account Manager / Management

Job Summary

The Admin Cum Account is responsible for supporting the company's daily accounting, payment and administrative functions, including Accounts Payable (A/P), Accounts Receivable (A/R), payment preparation, invoice checking, petty cash, record keeping, filing and general office administration.

The position is responsible for ensuring that financial supporting documents are complete, accurate, properly recorded and submitted on time.

Key Responsibilities1. Accounts Payable (A/P)

• Receive and check supplier invoices and supporting documents.
• Verify invoice details, amount and supporting documentation.
• Match invoices with quotations, purchase records or other supporting documents where applicable.
• Prepare supplier payment schedules.
• Monitor outstanding supplier payments and due dates.
• Follow up on incomplete or missing documents before payment.
• Maintain proper A/P records and filing.

2. Accounts Receivable (A/R)

• Prepare and issue invoices when required.
• Maintain customer billing and payment records.
• Monitor outstanding customer balances.
• Follow up on overdue payments.
• Update payment collection records.
• Assist in preparing A/R ageing reports.

3. Payment Voucher & Payment Preparation

• Prepare Payment Vouchers (PV) for company payments.
• Ensure each payment has complete supporting documentation.
• Verify payee name, bank details, invoice number and payment amount.
• Submit payments for approval according to company procedures.
• Update payment status after payment has been made.
• Maintain proper payment voucher numbering and filing.
• Ensure no duplicate payment is processed.

4. Invoice & Expense Checking

• Check invoices, receipts, claims and expense documents.
• Verify calculations and payment amounts.
• Identify duplicate, incorrect or unusual charges.
• Follow up with relevant PICs regarding discrepancies.
• Ensure expenses are properly supported before submission for approval.

5. Petty Cash Management

• Maintain petty cash records.
• Check petty cash claims and supporting receipts.
• Record petty cash inflow and outflow accurately.
• Prepare petty cash reconciliation.
• Monitor petty cash balances.
• Arrange petty cash top-up according to company procedures.
• Ensure all petty cash expenses have proper supporting documents.

6. Bank & Payment Records

• Maintain records of company payments and transactions.
• Update payment records after bank transfers are completed.
• File bank slips, transaction receipts and payment confirmations.
• Assist with bank reconciliation and transaction checking.
• Follow up on unidentified or unmatched transactions where required.

7. Accounting Data Entry

• Enter accounting transactions accurately into Excel, WPS Office or accounting systems.
• Maintain organised records of income and expenses.
• Update supplier and customer records.
• Ensure transactions are recorded under the correct category.
• Assist in month-end account preparation.

8. Document & Filing Management

Maintain proper filing for:

• Supplier Invoices
• Customer Invoices
• Payment Vouchers
• Receipts
• Petty Cash Documents
• Bank Transaction Records
• Expense Claims
• Statements of Account
• Other accounting supporting documents

Ensure both softcopy and hardcopy records are properly organised and easily retrievable.

9. General Administration

• Handle daily administrative and office matters.
• Prepare letters, forms and basic reports.
• Maintain company documentation and records.
• Coordinate documentation with branches and other departments.
• Follow up on outstanding submissions.
• Assist Management with administrative tasks when required.

10. Reporting & Month-End Support

Assist in preparing:

• Monthly Payment Summary
• A/P Outstanding Report
• A/R Outstanding Report
• Petty Cash Summary
• Expense Summary
• Supplier Payment Schedule
• Collection Report
• Monthly Account Supporting Documents

Assist the Finance/Account team during month-end closing and audit preparation.

Requirements

• Minimum Diploma / Bachelor's Degree in Accounting, Finance, Business Administration or related field.
• Experience handling A/P and A/R is preferred.
• Experience preparing Payment Vouchers is an advantage.
• Basic accounting knowledge.
• Proficient in Microsoft Excel / WPS Office.
• Experience using accounting software is an advantage.
• Good numerical and data-entry skills.
• Detail-oriented and able to identify discrepancies.
• Able to maintain confidential financial information.
• Good filing and documentation skills.
• Able to work independently and meet deadlines.
• Able to handle pressure and multiple tasks.
• Good communication and teamwork skills.

Pay: RM1,700.00 - RM2,500.00 per hour

Benefits:

• Flexible schedule

Work Location: In person