AP Account Executive

Kosmic Technologies; Subang Jaya; On-site; MYR 33,000 - 47,000; Full time

Job summary

Kosmic Technologies in Malaysia seeks an Accounts Payable Executive to manage invoice processing, payments, and compliance, supporting a range of AP activities in a fast-paced environment.

The role involves reviewing invoices, performing 3-way matching, maintaining vendor data, handling payment runs, and contributing to monthly closings and audits. Suitable for candidates with strong attention to detail and GST knowledge.

Qualifications

• Experience in accounts payable and vendor invoice processing.
• Proficient in 3-way matching and GL coding.
• Familiar with GST and Malaysian tax regulations.
• Strong attention to detail and documentation control.

Responsibilities

• Receive, review and code vendor invoices; perform 3-way matching.
• Process weekly/monthly payments and ensure terms compliance.
• Maintain vendor master data and respond to inquiries.
• Support AP closing, aging reports and audits.

Skills

Accounts Payable

Invoice processing

3-way matching

GST knowledge

Excel

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

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

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

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

Your application will include the following questions:

• Which of the following statements best describes your right to work in Malaysia?
• What's your expected monthly basic salary?
• How many years' experience do you have as an Accounts Payable Executive?
• Which of the following types of qualifications do you have?
• Do you have Invoice Management experience?