Account Payable Assistant (FT)

The Hershey Company; Johor; On-site; MYR 150,000 - 200,000; Full time

Job summary

A multinational food and beverage company located in Malaysia is seeking an AP Assistant to manage disbursement processes, validate expense reimbursements, and support audit activities. The ideal candidate will be responsible for document filing, scanning, and preparation of reports, ensuring compliance with corporate policies. This role requires meticulous attention to detail and the ability to manage multiple tasks effectively. Join a dynamic team committed to excellence in finance operations.

Responsibilities

• Manage disbursement processes and invoice archiving.
• Report generation and data validation in Taxillasystem.
• Validate completeness of expense reimbursements' documents.
• Maintain Accounts Payable document records.
• Scan and archive vendor and employee documents.
• Integrate physical paperwork into filing systems.
• Ensure completeness of archived documents.
• Prepare weekly status reports on archived documents.
• Track database updates for borrowed and returned files.
• Support internal and external audits with relevant documentation.
• Facilitate document retrieval requests for audits.
• Assist with ad hoc AP related tasks.

Job description

Responsibility

• Disbursement Management Mainly responsible for receiving, validating and processing and archiving invoices in the system
• Reporting: Extracting, consolidating, validating of missing/invalid data, converting, and uploading in Taxillasystem.
• Receiving and validating the completeness of Expense Reimbursements' hard copy documents
• Record Management Responsible for document filing and retention of Accounts Payable documents such as vendor invoices, expense reports and TP claims processed and paid in compliance with the Corporate Record Retention Policy
• Scanning and archiving documents received from vendors and employees
• Integrates data, physical paperwork and receipts into a consistent filing system as described in the work stream's standard operating procedures
• Ensures completeness of all documents submitted prior to archiving in the authorized storage/container
• Prepare weekly status report for all archived documents
• Tracks and updates the database for the borrowed and returned files.
• Audit Support Responsible in providing support to Internal audit, Sarbanes-Oxley audit and at some points to external audit on identified tests. Part of the AP Associate’s responsibility is to provide relevant requirements and/or documents to carry out the audit.
• Facilitate pull-out requests of documents stored in the internal compactor and ensure that the same set of released documents are returned properly and accurately
• Facilitate onsite pull-out requests of documents stored in the offsite facility. Assists the auditors (external and internal) at the onsite document management facility, for audit engagement activities, as needed
• Ad Hoc Other Tasks The AP Assistant is expected to perform other AP related ad hoc roles that may be assigned to him in alignment with his immediate supervisor such as support in indexing, coordination with Citibank and other administrative tasks to support the Source to Settle operations.