Finance & Administration Senior Executive

About Kualesa

Kualesa is an eco-friendly apparel brand specialising in high-quality garments, primarily crafted from bamboo. We are committed to sustainability, comfort, and a unique aesthetic that blends style with environmental consciousness. As we are primarily selling online, we are currently looking to expand our distribution presence across offline channels and through corporates.

Role Overview
This role is responsible for ensuring the smooth daily financial and operational activities at Kualesa. The individual will manage financial transactions, maintain accurate records, and provide crucial administrative support, working efficiently across departments to facilitate seamless company operations.

Key Responsibilities

Finance — Bookkeeping & Day-to-Day Operations

• Own the full bookkeeping function: accounts receivable and payable, payroll processing, bank reconciliations, claims, and expense management.
• Maintain accurate, up-to-date financial records and management accounts on a monthly basis.
• Prepare financial reports, cashflow summaries, and P&L statements to support leadership decision-making.
• Manage our accounting software (Xero) and ensure data integrity across all ledgers.
• Collaborate with leadership on budgeting, forecasting, and financial planning cycles.

Audit & Tax Compliance

• Serve as the primary internal contact for our annual statutory audit - liaising with external auditors, preparing supporting schedules, and ensuring documentation is audit-ready throughout the year.
• Manage corporate tax filings and ensure timely, accurate submission in compliance with LHDN requirements.
• Liaise with external tax agents and auditors, coordinating information requests efficiently.
• Keep abreast of regulatory changes and proactively flag any compliance requirements to leadership.

Financing & Fund Management

• Support the business in structuring and presenting financials for bank financing, trade facilities, or equity discussions.
• Build and maintain relationships with financial institutions and relevant government agencies.
• Track financing disbursements, reporting milestones, and compliance requirements - ensuring no claim or renewal window is missed.

Operational Support & Administration

• Run the administrative backbone of the business: office management, vendor and supplier coordination, and contract and document filing.
• Develop and maintain a rigorous, organised system for all financial and business records - invoices, agreements, regulatory documents, and correspondence.
• Manage business licences, ESD/work rights applications, company secretary coordination, SSM filings, and other regulatory housekeeping.
• Support HR administration: onboarding documentation, employee record maintenance, and statutory contributions (EPF, SOCSO, EIS).
• Assist in organising internal team processes that support our culture and day-to-day operations.

We're Looking For Someone Who:

• 3-5 years of hands-on experience in accounting, finance, or a combined finance-operations role.
• Solid grasp of Malaysian tax law, SST, and statutory compliance requirements.
• Demonstrable experience preparing for and managing external audits.
• Exposure to government grants and financing applications is a strong advantage.
• Degree in Finance, Accounting, Business, or equivalent. Professional qualifications (ACCA, CPA, CIMA) are a meaningful plus.
• Experience in a startup, SME, retail, or e-commerce environment.
• Proficient in Xero or similar accounting software; comfortable with Microsoft Office and Google Suite.
• A strong communicator, who is highly organised and meticulous.
• Legal right to work in Malaysia.