Account & Admin Executive

INTERPLEX GROUP OF COMPANIES; Kuala Lumpur; On-site; MYR 33,000 - 61,000; Full time

Job summary

The Hood in Kuala Lumpur is seeking an Account & Admin Executive to support daily accounting, invoicing, payments tracking, and general administrative tasks.

You will coordinate with Operations, Sales & Events, Management and the external accountant to ensure accurate financial records, timely payments, and smooth administrative processes across the venue. This role is ideal for detail‑oriented individuals who enjoy working in a fast‑paced sports venue.

Job description

The Hood is a vibrant community sports hub dedicated to promoting active lifestyles and social connections through sport. Our modern facility features world-class courts for pickleball, paddleball, and badminton, designed for players of all levels to enjoy. We aim to create a welcoming space where people come together to play, compete, and build friendships.

At The Hood, we believe sports should be fun, inclusive, and inspiring. Our team is passionate about delivering excellent service, hosting exciting events, and growing a dynamic sports community in the heart of the city. Join us and be part of a fast-growing brand that is redefining recreational sports in Malaysia.

Job Summary

The Account & Admin Executive is responsible for supporting the company's day-to-day accounting, financial administration, payment tracking, invoicing, documentation, and general administrative functions.

The role ensures that sales transactions, customer payments, invoices, expenses, supplier bills, and supporting documents are properly recorded, organised, and reconciled.

The successful candidate will work closely with the Operations, Sales & Events, Management, and external accountant to ensure accurate financial records and smooth administrative processes.

Key Responsibilities

Prepare and issue invoices, receipts, credit notes, and other relevant financial documents.

Prepare invoices based on approved quotations and confirmed bookings.

Ensure customer/company details, rates, discounts, packages, and payment terms are accurate before issuing invoices.

Maintain proper records of quotations, invoices, receipts, and supporting documents.

Coordinate with the Sales & Events team regarding confirmed event pricing and billing requirements.

Handle invoice requests from corporate clients and event organisers.

Ensure invoices are issued promptly and accurately.

Maintain proper invoice numbering and filing.

2. Payment Collection & Tracking

Monitor incoming payments from customers, corporate clients, events, recurring bookings, and other revenue sources.

Check company bank transactions and identify payments received.

Match incoming payments against the correct booking, invoice, customer, or event.

Maintain accurate payment records and update payment status accordingly.

Follow up on outstanding payments and overdue invoices.

Provide payment confirmation to relevant departments.

Investigate unidentified or unmatched bank transactions.

Maintain an updated Accounts Receivable / outstanding payment list.

Ensure deposits and balances for events are collected according to agreed payment terms.

3. Daily Sales & Revenue Reconciliation

Prepare and/or verify daily sales reports.

Reconcile sales from different revenue sources against actual payments received.

Check booking system transactions, manual bookings, corporate bookings, event sales, recurring bookings, and other revenue.

Identify discrepancies between bookings, reported sales, and bank transactions.

Work with the relevant department to resolve discrepancies.

Ensure special rates, discounts, complimentary bookings, and event packages are properly documented.

Prepare monthly sales summaries and reconciliation reports for management.

4. Accounts Payable & Expenses

Receive, check, record, and organise supplier invoices and bills.

Maintain records of company expenses and payment due dates.

Prepare payment documentation for management approval.

Coordinate payments to suppliers, vendors, contractors, and service providers.

Maintain proper supporting documents for all payments.

Track recurring company expenses such as utilities, internet, subscriptions, rental, maintenance, cleaning services, and other operating expenses.

Ensure bills and invoices are submitted to the accountant within the required timeline.

Match bank transactions against sales records, invoices, expenses, and payment records.

Investigate discrepancies and unidentified transactions.

Maintain accurate records of cash flow movements.

Assist management in monitoring collections and outstanding receivables.

Prepare supporting schedules and documents required for month-end closing.

6. Accounting Support

Maintain accurate accounting records in the company's accounting system.

Perform basic accounting entries and data entry.

Assist with Accounts Receivable (AR) and Accounts Payable (AP).

Liaise with the external accountant on monthly accounts and financial documentation.

Prepare and organise documents required for audit, tax, and accounting purposes.

Assist with month-end and year-end closing when required.

Ensure financial documents are properly filed and easily traceable.

Support implementation and improvement of accounting and financial procedures.

7. General Administration

Manage general office administration and documentation.

Maintain proper digital and physical filing systems.

Prepare letters, forms, reports, and internal documents when required.

Maintain supplier, vendor, and company records.

Assist with purchasing and procurement documentation.

Maintain records of contracts, agreements, licences, subscriptions, and renewals.

Coordinate administrative matters with suppliers and service providers.

Assist management with other administrative duties as required.

8. Internal Coordination

Work closely with the Sales & Events team to obtain complete information for corporate and event billing.

Ensure confirmed event rates, discounts, packages, and payment terms are properly documented.

Work with the Operations team to reconcile bookings and daily sales.

Provide relevant teams with confirmation once customer payments have been received.

Ensure finance-related information is communicated clearly between departments.

Flag missing information, payment issues, or discrepancies to management promptly.

Key Performance Indicators (KPI)

Performance may be measured based on:

Accuracy and timeliness of invoicing

Accuracy of daily/monthly sales reconciliation

Percentage of incoming payments successfully matched

Accuracy of accounting records

Timely submission of documents to the accountant

Accuracy of bank reconciliation

Proper filing and documentation

Reduction of unidentified transactions

Timely processing of supplier bills and payments

Overall administrative efficiency

Requirements

Diploma or Bachelor's Degree in Accounting, Finance, Business Administration, or a related field.

Minimum 1-3 years of relevant accounting/admin experience is preferred.

Basic understanding of accounting principles, Accounts Receivable, Accounts Payable, and bank reconciliation.

Experience using accounting software such as SQL Accounting, AutoCount, UBS, Xero, or similar systems would be an advantage.

Proficient in Microsoft Excel / Google Sheets.

Good numerical and analytical skills.

Strong attention to detail and accuracy.

Good organisational and documentation skills.

Able to handle confidential financial information responsibly.

Able to work independently and meet deadlines.

Good communication skills in English and Bahasa Malaysia; communicate in Chinese would be an advantage.

Preferred Candidate

We are looking for someone who is:

Detail-oriented and careful with numbers

Organised and systematic

Responsible and trustworthy when handling financial information

Comfortable following up on outstanding payments

Able to identify discrepancies instead of simply recording transactions

Proactive in communicating missing information to other departments

Capable of improving administrative and accounting processes

Comfortable working in a fast-paced sports venue and event environment

Main Objective of the Role

Ensure that every sale, payment, invoice, expense, and financial transaction is properly recorded, traceable, reconciled, and supported by the correct documentation while keeping the company's day-to-day administration organised and efficient.