Account Executive (Account Payable)

Kosmic Technologies; Subang Jaya; On-site; MYR 40,000 - 70,000; Full time

Job summary

Kosmic Technologies in Subang Jaya, Malaysia seeks an Accounts Payable professional to manage vendor invoices, perform 3-way matching, code to GL accounts, and handle weekly payment runs. You will maintain vendor master data, resolve discrepancies, and support audits.

The role requires attention to detail, familiarity with ERP systems, and the ability to coordinate with Procurement and Operations. On-site in Subang Jaya with standard office hours.

Responsibilities

• Receive and review vendor invoices via multiple channels (email, system upload, EDI).
• Perform 3-way matching — Invoice vs Purchase Order vs Goods Receipt — to verify accuracy and completeness.
• Ensure accuracy of amounts, vendor details, and applicable tax information (e.g. GST, withholding tax).
• Post and code invoices into KLN systems (SMART OFFICE / SUN SAAS) in a timely and accurate manner.
• Classify invoices to appropriate cost centers and GL accounts in line with the chart of accounts.
• Prepare and execute weekly / bi-weekly payment runs via bank transfer (online banking).
• Ensure all payments are made within agreed vendor credit terms to maintain good standing.
• Handle urgent and manual payments as required, with proper documentation and authorization.
• Ensure all payment disbursements are supported by complete documentation and approvals prior to execution.
• Serve as the primary point of contact for vendor payment enquiries and dispute resolution.
• Respond to vendor inquiries regarding payment status and discrepancies in a timely and professional manner.
• Reconcile vendor statements against AP ledger records on a regular basis.
• Maintain accurate and up-to-date vendor master data including bank details and contact information.
• Investigate and resolve invoice mismatches, missing PO issues, and payment discrepancies.
• Liaise with internal departments — including Procurement and receiving/operations teams — to resolve exceptions promptly.
• Escalate unresolved discrepancies to the Finance Manager in a timely manner.
• Adhere to KLN Group's internal controls, delegation of authority, and approval matrix always.
• Ensure compliance with company policies, applicable tax regulations, and statutory requirements across Singapore and Malaysia.
• Maintain organized and complete records of invoices, payment vouchers, and related correspondence for audit trail purposes.
• Support internal and external audit processes by providing required schedules, documentation, and responses.
• Perform monthly AP closing tasks including AP sub-ledger to general ledger reconciliation.
• Prepare and distribute AP aging reports and payment forecast schedules to the Finance Manager.
• Assist in cash flow reporting by providing timely and accurate AP data.
• Contribute to month-end and year-end financial close activities as required.
• Identify opportunities to streamline AP workflows and reduce manual, paper-based processing.
• Support system upgrades, process digitalization, and Finance Transformation initiatives as required.
• Undertake any other ad-hoc duties as assigned by the Finance Manager

Skills

Vendor invoice review

3-way matching

Attention to detail

Tools

KLN SMART OFFICE

SUN SAAS

ERP systems

Job description

• Receive and review vendor invoices via multiple channels (email, system upload, EDI)
• Perform 3-way matching — Invoice vs Purchase Order vs Goods Receipt — to verify accuracy and completeness
• Ensure accuracy of amounts, vendor details, and applicable tax information (e.g. GST, withholding tax)
• Post and code invoices into KLN systems (SMART OFFICE / SUN SAAS) in a timely and accurate manner
• Classify invoices to appropriate cost centers and GL accounts in line with the chart of accounts

2. Payment Processing

• Prepare and execute weekly / bi-weekly payment runs via bank transfer (online banking)
• Ensure all payments are made within agreed vendor credit terms to maintain good standing
• Handle urgent and manual payments as required, with proper documentation and authorization
• Ensure all payment disbursements are supported by complete documentation and approvals prior to execution
• Serve as the primary point of contact for vendor payment enquiries and dispute resolution
• Respond to vendor inquiries regarding payment status and discrepancies in a timely and professional manner
• Reconcile vendor statements against AP ledger records on a regular basis
• Maintain accurate and up-to-date vendor master data including bank details and contact information
• Investigate and resolve invoice mismatches, missing PO issues, and payment discrepancies
• Liaise with internal departments — including Procurement and receiving/operations teams — to resolve exceptions promptly
• Escalate unresolved discrepancies to the Finance Manager in a timely manner

5. Compliance & Controls

• Adhere to KLN Group's internal controls, delegation of authority, and approval matrix always
• Ensure compliance with company policies, applicable tax regulations, and statutory requirements across Singapore and Malaysia
• Maintain organized and complete records of invoices, payment vouchers, and related correspondence for audit trail purposes
• Support internal and external audit processes by providing required schedules, documentation, and responses
• Perform monthly AP closing tasks including AP sub-ledger to general ledger reconciliation
• Prepare and distribute AP aging reports and payment forecast schedules to the Finance Manager
• Assist in cash flow reporting by providing timely and accurate AP data
• Contribute to month-end and year-end financial close activities as required

7. Process Improvement & Others

• Identify opportunities to streamline AP workflows and reduce manual, paper-based processing
• Support system upgrades, process digitalization, and Finance Transformation initiatives as required
• Undertake any other ad-hoc duties as assigned by the Finance Manager