Admin & Account Executive

Rex Instruments Sdn Bhd; Johor Bahru; On-site; MYR 36,000 - 54,000; Full time

Job summary

Rex Instruments Sdn Bhd in Malaysia is seeking an Accounts and Finance professional to oversee comprehensive management of accounts, financial reporting, and debtor/creditor activities with accurate recording and timely invoicing.

You will coordinate with local and overseas suppliers, prepare SOAs, conduct bank reconciliations, manage fixed assets, and assist auditors and statutory bodies. This role requires meticulous record-keeping and strong analytical skills in a manufacturing environment.

Qualifications

• Oversee comprehensive management of accounts and financial reporting.
• Ensure debtor payments are promptly recorded in the accounting system.
• Coordinate quarterly stocktaking and ensure inventory records are updated.
• Engage with auditors, tax consultants, and regulatory bodies for statutory accounts and compliance.
• Maintain fixed asset register and calculate monthly depreciation.

Responsibilities

• Review accounting transactions, purchase invoices, and sales invoices for accuracy.
• Prepare monthly reconciliations of various transactions for account reporting.
• Conduct monthly bank reconciliations.
• Prepare all journal vouchers with proper supporting documents.
• Communicate with local and overseas suppliers on purchasing and shipping matters.
• Prepare delivery orders and sales invoices for customers.

Job description

Oversee the comprehensive management of accounts and financial reporting.

Ensure that debtor payments are promptly recorded in the accounting system.

Facilitate the timely collection of payments by generating Statements of Account (SOA) for customers with outstanding balances.

Review accounting transactions, purchase invoices, sales invoices, and supporting documents to ensure accuracy and proper documentation.

Prepare monthly reconciliations of various transactions for account reporting purposes.

Conduct monthly bank reconciliations.

Prepare all journal vouchers and ensure proper supporting documentation is maintained.

Coordinate and arrange quarterly stocktaking and ensure inventory records are properly updated.

Engage with auditors, tax consultants, company secretaries, and relevant regulatory bodies concerning statutory accounts, statutory filings, audit compliance, and internal control requirements.

Handle corporate administrative matters and queries related to PCB, SOCSO, EPF, and other relevant statutory matters.

Provide administrative support, including filing, documentation, data entry, record keeping, and maintenance of company records.

Maintain the company's fixed asset register and calculate monthly depreciation expenses.

Communicate and coordinate with local and overseas suppliers regarding purchase orders, order confirmations, production status, delivery schedules, shipping arrangements, and other purchasing matters.

Monitor and follow up on overseas supplier ordersto ensure goods are delivered according to the agreed schedule.

Coordinate with overseas suppliers regarding shipping documents, including commercial invoices, packing lists, delivery documents, tracking numbers, and other relevant import/export documentation.

Coordinate with suppliers and courier/freight companies regarding goods collection, shipment arrangements, delivery status, delays, and delivery issues.

Monitor courier and freight shipments using tracking information and provide timely updates to the relevant management or sales personnel.

Follow up proactively with suppliers and courier companies when shipments are delayed, held, or encounter customs or delivery issues.

Prepare purchase orders for suppliers and ensure purchase orders are properly recorded and filed.

Goods Receiving & Warehouse Responsibilities

Receive incoming goods from local and overseas suppliers and courier companies, checking the shipment against the relevant Purchase Order (PO), Delivery Order (DO), packing list, and other supporting documents.

Handle the packing and unpacking of goods upon receipt, ensuring goods are handled carefully and safely.

Check received goods for quantity, model, part number, serial number, and visible physical condition against the purchase and shipping documents.

Report any shortage, damage, incorrect item, or discrepancy to the supplier, courier, freight forwarder, or management and follow up until the matter is resolved.

Ensure received goods are properly labelled, recorded, stored, and maintained in an organised manner.

Update the relevant inventory/stock records upon receipt and issuance of goods.

Coordinate with the relevant staff to arrange delivery or collection of goods for customers.

Prepare Delivery Orders and Sales Invoices for customers accurately and on a timely basis.

Coordinate customer deliveries and courier arrangements, including preparation of relevant shipping and delivery documentation.

Calculate and prepare monthly, quarterly, and annual sales commissions.

Maintain proper filing of sales, purchasing, supplier, customer, shipping, and accounting documentation.

General Administration

Execute daily administrative and operational tasks to ensure smooth office operations.

Maintain proper records of supplier orders, shipment tracking, goods received, inventory movements, and related documents.

Follow up on outstanding administrative, purchasing, delivery, and documentation matters until completion.

Perform any other ad-hoc duties and responsibilities as assigned by Management.