accounts assistant

This position involves managing accounting tasks to ensure the smooth operation & compliance of company SOP of accounts department. POSITION DESCRIPTION (Duties & Responsibilities) 1. Accounts Payable • Check and key in supplier invoices into accounting system • Issue payments to suppliers on time • Email payment advice to suppliers on time • Check & follow up with suppliers for discrepancy in invoice • Monthly Reconciliation - supplier statement of accounts • Update schedules (rental, telephone, utilities, bank guarantee, prepayment – advance, rental deposit, accrual & etc) • Download backorder report daily • Download invoices from portals (TM, Unifi & etc) & check • Key in monthly trade invoices into system • Proper filing of tenancy agreement • Ensure compliance of company SOP • Ensure the accuracy and completeness of the entries • Monthly Bank reconciliations • Renewal of bank guarantee • Update POS file monthly • Update sales order daily • Handle advance request and staff claim • Identify & resolve of tender issues • Knock off AP payments in the system • Inter companies transaction • Data entries of suppliers SI payments for HP & Leasing • Data entries of auto debit bills from credit card • Handle transfer of fund • Handle petty cash and reimbursement • Verify, code and prepare payment voucher for salesmen commission • Handle advance payment, salary cheque & chef payment • Proper filing of all the related documents • Attend company events (warehouse sales, annual stock take, monthly consignment stock take & etc) • Any other ad-hoc job or new scopes assign 2. Accounts Receivable Retail Shop • Identify incoming fund from shops daily • Verify customer payments as per request • Update shop collection & DSR • Monthly non-compliance report • Check & Update of Stock Transfer Note for shops • Update of weekly shop collection report • Checking of shop invoices & receipts • Knock off of shop receipts in system • Follow up on short collection, offline sales, tender issues & etc • Update collection for online sales into system • Create monthly DSR master file • Update stock transfer note • Monthly bank reconciliation • Inter-company reconciliation • Check AR Aging • Schedule for accrual, unknown deposit & etc • Check & identify monthly unknown deposit Excluding Retail Shop (Outright and consignment customer) • Upload invoices into respective portal (B2B & etc) on time. • Prepare collection advice approval form (CAAF) submit to salesmen, Monitor & controlling • Control & monitor deduction deducted by customer from the CAAF • Update monthly receiving file • Data entries of CAAF-Collection for customers in system. Knock off of shop receipts in system • Print tax invoices from B2B, verified and post tax invoices for rebates, A&P & other deduction. Check all this AP invoices is as Trading Agreement with respective customer. If a percentage from sales you need to update and maintain a table for each customer. • Check & identify monthly unknown deposit • Prepare Statement of accounts for selected customers & email • Reconciliation of debtor aging report against debtor control • Prepare consignment billing • Consignment invoicing – MSSR Billing • Consignment customer reconciliation • Subsequent receipt • Outstanding sales order listing • Inter-company transactions • Attend company events (warehouse sales, annual & monthly stock take) • Any other ad-hoc job or new scopes assign 3. Inventory • Controlling & filing of pink copy invoice & delivery order received from operation department & monitor goods return & short supply deducted by customer from pink copy • Goods Return from Customer and Goods Reject by customer during delivery. Daily update of GRR from warehouse for both outright and consignment customer. • Received Goods Return Report (GRR) and Goods Reject Report (GRR) , update and issue CN. Or Stock Transfer Note or Consignment Transfer Note. • Purchase - Oversea shipment – costing and update inventory and AP invoices of each shipment. • Purchase – Local shipment update inventory and AP invoices • Schedule for Monthly closing- Provision accounts for purchase, duty freight, shipment charges and shipment variance • Report of Demurrage & Detention charges and external warehouse charges. • Monthly closing stock report (negative stock) • Stock report – purchase & return to Bramhill Sdn Bhd • Create Stock Take Batch. • Attend company event (warehouse sales, annual & monthly stock take) • Any other ad-hoc job or new scopes assign 4. General Ledger • Update of monthly schedules • Monthly journal entries (depreciation, HP and Term Loan interest, HP and Term Loan payment, cash drawer & etc) • Inter companies reconciliation • Handle monthly Debit Note (to issue & to receive) • Checking Bank Advices before posting Bank Advices into the Pronto system • Monthly bank reconciliation • Inter companies transaction entries • Attend company event (warehouse sales, annual & monthly stock take) • Any other ad-hoc job or new scopes assign POSITION REQUIREMENTS (academic, experience, competencies etc.) • Require minimum Certificate or Diploma in Accounting or degree in any business field. • Able to communicate with various level of people. • Able to work in a fast pace environment and meeting deadline line