Finance Cum Operation Executive

1) Finance & Accounting ( 70 %)

• Process daily invoices, payments, receipts and expense claims, and maintain proper filing of both physical and electronic records.
• Manage Accounts Payable (AP) activities, including: Checking supplier invoices for accuracy and completeness. performing three-way matching between Purchase Order (PO), Goods Received Note (GRN) and supplier Invoice, preparing payment batches for management approval, following up with suppliers and internal departments for missing or incomplete supporting documents.
• Manage Accounts Receivable (AR) activities, including: Preparing customer billing and invoices, posting customer receipts accurately, preparing customer statements, following up on overdue accounts with the Sales and Customer Service teams.
• Perform bank reconciliations and maintain proper control of cash and petty cash. Investigate, identify and explain any discrepancies, and ensure differences are properly resolved rather than concealed or carried forward without explanation.
• Maintain accurate and complete financial records, supporting documents and working schedules. Assist with month-end closing, including cut-off, accruals and reconciliation/alignment of inventory figures with Finance records.
• Coordinate with suppliers and customers regarding payment, billing and account-related matters via phone, email or WhatsApp, with communication conducted from the office.
• Ensure all transactions are posted to the correct legal entity strictly avoid mixing company letterheads, bank accounts, accounting records or ledgers between the two entities.
• Review supporting documents and transaction details before posting to ensure accuracy, completeness and proper classification.
• Escalate accounting or operational issues to the Senior Finance Manager with relevant facts and findings, supporting documents/evidence, the impact or, issue ,identified and a recommended next action or proposed solution.

2) Operation (30% )

• Proactively verify and follow up on production and warehouse documents and transactions, including GRNs, Delivery Orders, production usage, returns, scrap and stock transfers. Do not wait for Production or Warehouse personnel to identify or chase missing items.
• Assist in monitoring stock and operational records, including comparing system quantities against physical stock and bin cards, reviewing variance lists, and providing on-site support during stock takes at the warehouse.
• Follow operational open items through to resolution, including missing documents, unposted entries, pending approvals and unclosed jobs. Maintain an open-item tracker showing the responsible person, deadline and current status, and provide regular updates to the Senior Finance Manager on a daily or weekly basis, as required.
• Coordinate operational requirements with Production and Warehouse, including following up on documents, material availability and transaction status. This position is not responsible for driving forklifts or setting the production schedule. Where material shortages may affect shipment, ensure the quantities, supporting documents and next action are properly aligned and communicated.
• Conduct 5S and workplace safety monitoring with proper records, including recording or photographing identified issues, reporting them to the relevant HOD, and following up until corrective action has been completed.
• Ensure proper documentation, compliance and audit trail in accordance with company procedures, including maintaining relevant SST-related documents where applicable.
• Ensure all transactions are posted to the correct legal entity strictly avoid mixing company letterheads, bank accounts, accounting records or ledgers between the two entities.
• Perform other finance and operational duties as assigned by Management.

JOB REQUIREMENT

• Diploma or Degree in Finance, Accounting, Business Administration or a related field.
• Able to independently handle invoices, basic Accounts Payable (AP) and Accounts Receivable (AR), bank reconciliation, Excel-based lists and follow-up trackers.
• Able to read and understand English commercial and accounting documents, and communicate effectively with Production and Warehouse teams. Chinese and/or Bahasa communication skills are an advantage for on-floor coordination.
• Willing to work long-term at the Seremban warehouse office. Candidates must have a realistic and reliable commuting arrangement and understand that KL is not the daily workplace.
• Honest, detail-oriented, responsible and self-motivated, with the ability to work independently and take ownership of assigned tasks.
• Able to follow up firmly and professionally with Production, Warehouse, suppliers and other departments to obtain missing documents or resolve outstanding matters without creating unnecessary personal conflict.
• Willing and able to follow up on operational tasks proactively without waiting for reminders.

Nice to have :

• Experience in manufacturing, trading, distribution, or other inventory-based businesses.
• Experience using AutoCount, SQL, UBS, QuickBooks, ERP or other accounting and inventory management systems.
• Hands-on experience with GRN, Delivery Orders, stock take, inventory reconciliation, production usage, returns, transfers or scrap documentation.
• Basic knowledge of SST, withholding tax, intercompany transactions and differences in legal entity documentation/letterheads.
• Experience working with Finance, Production and Warehouse teams in coordinating documents, transactions and operational follow-ups.