Accounts & Administration Assistant

Reeracoen Recruitment; Shah Alam; On-site; MYR 30,000 - 50,000; Full time

Job summary

A recruitment agency in Shah Alam seeks an Accounts & Administration Assistant to handle day-to-day accounting and administrative duties. This role involves preparing invoices in SAP S/4HANA, ensuring e-Invoicing compliance, and supporting procurement processes. Key responsibilities include tracking accounts receivable, preparing management reports, and maintaining compliance documentation. The ideal candidate has a strong attention to detail and is familiar with Malaysian accounting regulations.

Qualifications

• Experience with e-Invoicing in compliance with Malaysian regulations.
• Familiarity with SAP S/4HANA for accounting and procurement processes.
• Strong attention to detail and organizational skills.

Responsibilities

• Prepare customer invoices and ensure e-Invoice compliance.
• Create and manage Purchase Orders in SAP.
• Monitor outstanding invoices and coordinate payment processes.
• Assist in management reporting and maintain compliance records.

Skills

e-Invoicing compliance

SAP S/4HANA

Accounts Receivable

Debt collections

Procurement support

Cash flow management

Tools

SAP S/4HANA

Job description

Reeracoen Recruitment – Shah Alam, Selangor

ROLE SUMMARY

The Accounts & Administration Assistant will support day-to-day accounting and administrative activities and act as the primary liaison with the outsourced accounting firm. The role focuses on data preparation, e-Invoicing compliance, procurement support, and accurate submission of transactions in SAP S/4HANA in accordance with Malaysian tax regulations. Final review, posting, and statutory reporting will be handled by the appointed external accounting firm.

KEY RESPONSIBILITIES

1. Accounts Receivable (AR) & e-Invoicing
   • Invoice Preparation: Prepare customer invoices, credit notes, and debit notes in SAP S/4HANA for review and posting by the outsourced accounting firm.
   • e-Invoice Compliance (Malaysia):
     • Ensure all mandatory e-Invoice fields (buyer details, TIN, SST status, item descriptions, tax codes) are complete and accurate.
     • Assist in submitting e-Invoices via SAP S/4HANA integration to the LHDN MyInvois portal and monitor validation status.
   • Collections Support: Track outstanding invoices and follow up with customers/tenants on payment status; elevate overdue items to management and the outsourced firm.
   • AR Monitoring: Maintain AR aging schedules and prepare customer statements for monthly reconciliation by the external accountants.
   • Master Data Maintenance: Update and maintain customer master data (TIN, SST registration, billing details) to ensure e-Invoicing accuracy.
2. Procurement & Accounts Payable (AP) Support
   • Purchase Orders (PO): Create and manage Purchase Orders in SAP S/4HANA based on approved internal requisitions.
   • Invoice Verification: Perform 3-way matching (Vendor e-Invoice, PO, Delivery Order) and prepare documentation for review by the outsourced accounting firm.
   • Staff Claims: Check employee reimbursement claims for completeness, accuracy, and compliance with company policies before submission.
   • Payment Coordination: Compile approved payment schedules and supporting documents for processing by the external accountants and/or authorized signatories.
3. Reporting, Administration & Coordination
   • Cash Flow Support: Prepare daily cash position summaries and submit to management and the outsourced accounting firm.
   • Management Reporting: Assist in preparing monthly reports (P&L summaries, expense analysis) for review and finalization by the external accountants.
   • Audit & Compliance Support: Maintain proper filing of invoices, contracts, and accounting documents for audit, tax, and regulatory purposes.
   • Liaison Role: Act as the main operational contact between internal departments, banks, and the outsourced accounting firm regarding accounting matters.

System & Access Notes

• SAP S/4HANA key accounting roles and posting authority will be held by the outsourced accounting firm.
• This position focuses on preparation, validation, coordination, and submission.