Accountant

XChangeLab; Hong Kong Island; On-site; HKD 180,000 - 260,000; Full time

Job summary

XChangeLab is seeking a full-time Accountant & Office Administrator based in Hong Kong. The role combines accounting/finance duties with office administration, including payroll and vendor management, with access to financial records under NDA.

Reports to the Director and requires a strong command of English. You will manage bookkeeping, payroll, payments, and document workflows while ensuring regulatory compliance and timely reporting.

Qualifications

• Relevant accounting/finance background or qualification.
• Experience with payroll and statutory contributions in Malaysia is a strong advantage.
• Strong command of English.
• High attention to detail, accuracy, and reliability when handling money and documents.
• Willing to work full-time, on-site in Hong Kong office.

Responsibilities

• Maintain day-to-day bookkeeping: record income, expenses, invoices, and receipts.
• Reconcile bank statements and petty cash on a regular basis.
• Prepare monthly and periodic financial reports (P&L, cash flow, balance summary).
• Track budgets and flag deviations or shortfalls.
• Liaise with external auditors, tax agents, or accounting firms as needed.
• Calculate and process monthly salaries for all employees.
• Handle statutory contributions (EPF, SOCSO, EIS, income tax) and ensure timely submission.
• Issue payslips and maintain payroll records.
• Track leave balances, overtime, and other pay-related adjustments.
• Process outgoing payments to vendors and landlords; verify invoices.
• Maintain a log of all payments and pending amounts.
• Oversee office operations: supplies, maintenance, and vendor contracts.
• Manage contracts with landlords, utilities, internet, IT support, etc.
• Monitor office costs and report spending; ensure timely payments.

Skills

Accounting/Finance background

Payroll

English proficiency

Job description

1. General Provisions

1.1. The Accountant & Office Administrator works full-time, based in the office in Hong Kong.

1.2. Reports directly to the Director (hereinafter — the “Director”).

1.3. A strong level of English (spoken and written) is required, sufficient for correspondence, reports, and document handling.

1.4. The role combines accounting/finance responsibilities with office administration and control — it is distinct from the Business Assistant role and does not cover recruitment, staff task coordination, or the Director’s personal calendar.

1.5. The role holder has access to financial records, bank accounts, payroll data, and company documents. Upon starting, signs a Non-Disclosure Agreement (NDA) and undertakes not to disclose this information to third parties, either during employment or after it ends.

2. Duties

• Maintain day-to-day bookkeeping: record income, expenses, invoices, and receipts.
• Reconcile bank statements and petty cash on a regular basis.
• Prepare monthly and periodic financial reports (P&L, cash flow, balance summary) for the Director.
• Track budgets and flag any deviations or upcoming shortfalls.
• Liaise with external auditors, tax agents, or accounting firms as needed.

2.2 Payroll

• Calculate and process monthly salaries for all employees.
• Handle statutory contributions (EPF, SOCSO, EIS, income tax/PCB) and ensure timely submission.
• Issue payslips and maintain payroll records for each employee.
• Track leave balances, overtime, and other pay-related adjustments.

2.3 Payments & Banking

• Process outgoing payments to vendors, suppliers, landlords, and service providers.
• Verify invoices for accuracy before payment and track payment due dates.
• Manage company bank accounts and online banking access under the Director’s authorization.
• Maintain a clear log of all payments made and pending.

2.4 Office Administration & Control

• Oversee day-to-day office operations: supplies, equipment, maintenance, and cleanliness.
• Manage relationships and contracts with vendors (landlord, utilities, internet, cleaning, IT support, etc.).
• Control and track recurring office costs: rent, utilities, subscriptions, service contracts.
• Ensure timely payment of rent and utility bills, and flag renewal or renegotiation dates in advance.
• Monitor overall office budget and report on spending.

2.5 Document Management

• Own the full document workflow: receiving, drafting, organizing, and archiving company documents (physical and digital).
• Maintain a clear, structured filing system covering financial, HR, and administrative records.
• Prepare documents for the Director’s signature, checking completeness before submission.
• Track expiry and renewal dates for contracts, licenses, permits, and agreements, and notify the Director in advance.
• Prepare and issue documents on request (for banks, partners, government bodies, auditors, etc.).

2.6 Compliance & Statutory Filings

• Ensure statutory filings are submitted on time (tax returns, SST/GST if applicable, annual returns, etc.).
• Support business registration and licensing matters with local authorities in Malaysia.
• Keep track of regulatory deadlines relevant to finance and company administration.

2.7 Reporting

• Provide the Director with a regular report (weekly or monthly, as instructed) covering finances, payments, and office matters.
• Flag any financial or administrative risks proactively, rather than waiting to be asked.

3. Rights

3.1. Request financial and supporting documents from staff and vendors as needed for accounting purposes.

3.2. Contact banks, vendors, contractors, and the office landlord directly on financial and administrative matters.

3.3. Propose improvements to financial control, office administration processes, or document management systems.

4. Responsibilities

4.1. For the accuracy and timeliness of bookkeeping, payroll, and financial reporting.

4.2. For the correct and timely processing of all payments.

4.3. For the smooth operation of the office and timely payment of rent, utilities, and recurring costs.

4.4. For the completeness, safekeeping, and timely preparation of documents for signature.

4.5. For compliance with statutory filing deadlines and requirements.

4.6. For the confidentiality of financial, payroll, and company information.

5. Candidate Requirements

• Relevant accounting/finance background or qualification.
• Experience with payroll and statutory contributions in Malaysia (EPF, SOCSO, EIS, PCB) is a strong advantage.
• Strong command of English.
• High attention to detail, accuracy, and reliability when handling money and documents.
• Ability to work independently and take ownership of office administration.
• Willing to work full-time, on-site in Hong Kong office.