Senior Accounts Executive

Role summary:

In charged with the Accounts Receivable, Accounts Payable and General Ledger task for both factory Bukit Raja and Melaka. The incumbent plays a major role in month-end and year-end closing, administration, adhoc tasks, supplier reconciliations, reporting requirements, duty/sales tax application, daily finance processes, sales reporting, credit management, maintenance of fixed assets and consumption of raw materials (VPC & spares).

General responsibilities and activities include, but is not limited to:

• Transacts credit release, seek appropriate approval upon liaising with Customer Service or Accounts Managers.
• Update collection and cash sales into Rockbis.
• Make the necessary adjustment with the appropriate approval to ensure accuracy on the AR module.
• Update such adjustment and seek sign off from Finance Manager.
• Prepare intercompany / GRIT / GHR / recharge invoices.
• Prepare weekly aging report.
• Issuance of Cash Receipts & ensure safe keeping of all cash received and bank-in.
• Liaising with Accounts Manager to fulfil customers’ ad hoc request such as Bankers’ Acceptance applications, clarifications of AR transactions.
• Maintain an up-to-date customers master data, full name, address and contact numbers, contact persons, approved credit limit in Rockbis.
• Compile invoices stamped and signed delivery orders/purchase orders and other relevant
• documents for legal debt recovery purposes.
• Complete month end closing in AR module.
• Complete AR reconciliations to GL.
• Complete Month End reports.
• Calculation Provision for Doubtful Debt.
• Print and file up Statement of Accounts.
• Generate and email the Statement of Accounts to customers.
• Prepare Indonesia sales report.
• Prepare Collection Summary Report.
• Adhoc reports and assignments.
• Compile Indirect Tax information related to Account Receivable.
• Records and reconciles Rebates accounts.
• Pays special attention to specific accounts as and when instructed.
• Prepare collection data for BNM (Government Central Bank) report.

Key responsibilities and activities include, but is not limited to:

1. Accounts Payable

• Update purchase invoices received by cross checking to PR, PO and suppliers DO excluding

intercompany invoices and business claim.

• Ensure proper approvals are obtained for purchases without PO i.e. services before update

invoices received to the correct ledger accounts.

• Liaise with Purchasing and Warehouse Departments for any discrepancies and arrive to a solution

for rectification.

• Liaise with vendor on invoices not received to expedite data entry process so that timing

differences are minimized.

• Reconcile to monthly suppliers’ statement.

• Preparing quarterly purchase listing for foreign purchase reporting.

• Liaise with suppliers to resolve dispute on credit, debit note, and invoices not received to ensure

that services are not interrupted and amount outstanding does not vary to that supplier.

• Liaise with tax agent, auditor and supply the relevant data/information to them on time.

2. Imported Goods

• Apply sales tax and custom duty exemptions for imported raw materials and equipment by

submitting relevant documents to MIDA and handle queries from MIDA professionally.

• Apply bank guarantees and liaise with bankers.

• Submit quarterly exempted raw materials and equipment reports to the authorities within

allowable deadline.

3. Delivery Costs

• Liaise with CS department to make sure they update all delivery costs into the accounts on time.

• Perform reconciliation delivery costs with customer invoices and make sure the correct delivery

cost provision is keyed into the system.

4. Reporting

• Ensure that all other monthly closing activities are accurately completed on time and in

accordance with department’s objectives.

• Ensure all source documents and reports are properly maintained and available for review by

authorized person, auditors, and taxation agents.

5. Administration Tasks

• Filing and receive calls if other Finance staff is not around.

• Participate in the company’s yearly inventory count cycle with external auditors if necessary.

• Undertake any other administration tasks as and when required.

6. Accounts Receivable

• Update all payments received via cheques, TT and Letter of Credit.

• Prepare weekly debtors aging report to be submitted to management and incorporate additional

information on credit limit, balance of credit limit, payment terms and % of overdue.

• Provide weekly debtor days calculation, debtor days graph and top 5 overdue customers list, for

management review and sales reps monitoring purposes.

• Provide debtor days calculation for Group reporting, on a quarterly basis.

• Generate account statements for all customers monthly and distribute directly to customers via fax

or e-mail.

• Liaise directly with customers for any disputes regarding sales proceeds received.

• Render value-added service to customers by handling customer requests such as expediting

debit/credit notes, invoices/delivery notes not received, etc.

• Assist all sales reps to expedite sales proceeds by liaising directly with customers via friendly

reminders by telephone calls, fax, and e-mail.

• Assist in performing bank reconciliation for sales proceeds received.

• Calculation of sales tax payable to the authorities and manually rectify exceptions which are not

taxable.

• Prepare estimated cash inflow on a weekly basis based on sales made to customers, as part of

company cash management.

7. Sales Reporting

• Ensure the following reports are sent out in a timely and accurate manner:

• Actual Sales Report by Sales Reps (every Monday)

• Weekly Sales Report to distribution list (every Monday)

• Monthly RMO and SWP sales reports – by net sales & tons (a week after closing)

• Monthly reconciliation for sales report in terms of tons sold (following day after cut-off date)

• Sales report by customer group – by net sales, tons & m3 (following day after cut-off date)

• Assist and support other departments (Customer Service, Sales, Controlling) in providing sales

data that are needed for further analysis.

• Provide sales incentive calculation for eligible sales reps, on a quarterly basis.

• Submitting Quarterly Reports to Central Bank pertaining to incoming foreign funds into the

country.

8. Credit Management

• Constantly monitor existing customer accounts overdue balances and propose to “stop” the

accounts until payments are received.

• Closely monitor accounts exceeded its credit limit for additional transactions requiring overrides

for MD/FM.

• Evaluate new and existing customers requesting an increase in credit limit/revision in payment

terms, with assistance from search engine (CTOS) and propose credit limit and terms to

management.

• Provide information on customer credibility and financial viability to FM for sales override

approvals.

9. Maintenance of Fixed Assets

• Post work-in-progress investments to the respective fixed asset groups.

• Generate fixed asset listing for internal as well as external parties.

• Assist and support other departments (Controlling, Maintenance) in providing fixed asset

information for further actions (i.e. disposal of fixed assets).

10. Consumption of raw materials (VPC and spares)

• Accurately post material issuance forms received from warehouse.

• Post the consumption of oxygen, diesel & natural gas based on the weekly consumption report

received from Warehouse Executive.

• Post consumption of basalt, dolomite, iron ore and coke with agreed % of wastages by TD based

on Process Key Figures report received weekly from production.

• Obtain results of physical inventory count of raw materials/VPC from Warehouse department &

compared to those in Navision/book quantity.

• Investigate the underlying reasons for any variances in respect of VPC and OFP and notify TD/FM

for next course of action for the betterment of the company’s internal control.

• Provide monthly spares consumption report & overview summary to Factory Manager,

Maintenance Manager & Production Controller.

• Participate in the company’s yearly inventory count cycle with external auditors.

• Exercise analytical review for reasonableness of VPC consumption in reference to line wool

produced.

Requirements (Must-Have):

• Comprehensive accounting background with a preferred certification like ACCA or a degree in Accounting.
• A minimum of 5 years of experience is required.
• Experience in the manufacturing sector is a plus.