Job Description

 Accounts Executive and Administrative Coordinator

This is a full-time, on-site position for an Accounts Executive and Administrative Coordinator located in Shah Alam. The role involves overseeing the daily accounting and finance operations of the company, which includes managing accounts payable, accounts receivable, payroll processing, statutory filings, financial reporting, inventory oversight, barcode management, recruiting and managing event staff, and performing light human resource tasks. The Accounts Executive will interact with external auditors, accountants, event organizers, government entities, and internal teams while ensuring adherence to company policies and Malaysian statutory regulations.

Assigned Responsibilities: 

•  Accounting & Financial Reporting – Manage a complete set of accounts, conduct monthly closings, and prepare financial reports such as Profit & Loss (P&L), Balance Sheet, Cash Flow statements, bank reconciliations, and other reports requested by management.
•  Accounts Payable (AP) – Handle invoices from suppliers/contractors/partners, verify supporting documentation, and maintain comprehensive records.
•  Accounts Receivable (AR) – Oversee collection processes, reconcile customer accounts, follow up on overdue payments, and ensure the accuracy of customer account records.
•  Payroll & Claims Processing – Execute monthly payroll processing. Verify employee claims and reimbursements while maintaining precise payroll records and ensuring confidentiality.
•  Compliance & Statutory Filings – Prepare and file necessary statutory contributions such as EPF (KWSP), SOCSO (PERKESO), EIS, PCB, and other mandatory submissions.
•  Audit Support & Financial Control – Assist external accountants and auditors during audits, maintain thorough financial documentation and audit trails, and ensure adherence to company financial policies and internal controls.
•  Financial Monitoring & Cash Flow Management – Track daily cash flow, predict funding needs, monitor operating expenses, identify cost-saving measures, and supply management with financial analysis and recommendations.
•  Inventory Oversight – Keep accurate inventory records for products, packaging materials, and operational supplies. Conduct regular stock reconciliations and counts, monitor inventory movements, investigate discrepancies, and maintain accuracy across all sales channels.
•  Barcode Management – Create, maintain, and update barcode information for packaged products. Ensure barcode accuracy within the inventory system, coordinate barcode printing, and uphold product master data for effective inventory tracking.
•  Packaging Record Maintenance – Keep records of packaging and ensure that all products are correctly labeled and traceable via the barcode system.
•  HR & Administrative Support – Draft employment-related documents, including offer letters and confirmations, maintain employee files, manage onboarding paperwork, track leave records, and assist with general HR administrative tasks.
•  Event Staffing Recruitment & Management – Recruit staff and oversee scheduling for booth sales events.
•  Corporate Documentation Management – Organize and maintain company licenses, statutory documents, vendor registrations, contracts, billing documents, banking records, insurance policies, and other corporate paperwork in a systematic digital and physical filing system.
•  Office Administration Coordination – Manage office supplies, administrative records, document filing, arrange meetings, and provide administrative support to management as needed.
•  Process Enhancement – Identify inefficiencies in financial and administrative processes, propose improvements, assist in implementing accounting software, automation initiatives, and strengthen internal control measures.
•  Additional Duties – Perform other accounting, finance, administrative, HR, or operational tasks as directed by management.

Job Requirements

1. Education: A Diploma or Bachelor's Degree in Accounting, Finance, Business Administration, or a related discipline, emphasizing Accounting.
2. Experience: At least 2–5 years of pertinent work experience in accounting, finance, or administrative roles, including responsibilities for Accounts Payable (AP), Accounts Receivable (AR), payroll, and complete or partial sets of accounts.
3. Accounting Knowledge: A robust understanding of bookkeeping, financial reporting, bank reconciliation, budgeting, payroll management, and Malaysian Financial Reporting Standards.
4. Statutory Knowledge: Solid comprehension of Malaysian statutory obligations, including EPF (KWSP), SOCSO (PERKESO), EIS, PCB, and other pertinent employment and tax regulations.
5. Inventory & Administrative Skills: Competence in maintaining inventory records, overseeing barcode systems, organizing corporate documents, and executing general office administration tasks.
6. Technical Skills: Expertise in accounting software like Intuit or comparable systems, along with strong proficiency in Microsoft Excel, Microsoft Office suite, and digital document management systems.
7. Analytical Skills: Excellent analytical and problem-solving skills with the ability to analyze financial data, detect inconsistencies, monitor cash flow, and suggest process enhancements.
8. Communication Skills: Outstanding written and verbal communication skills, with the ability to collaborate effectively with colleagues, event organizers, clients, auditors, financial institutions, and government bodies.
9. Organizational Skills: Highly organized with remarkable attention to detail, accuracy, confidentiality, and the ability to efficiently manage multiple priorities.
10. Multitasking: Proficient in juggling various accounting, finance, inventory, HR, and administrative responsibilities simultaneously while adhering to deadlines in a fast-paced business environment.

Skills