Position Summary
The Accounts Payable Executive is responsible for managing end-to-end accounts payable activities, ensuring supplier accounts are maintained accurately and on time, supplier invoices are properly authorized, processed, and paid according to the Company's payment terms, and AP ledgers reflect accurate payable balances. The role also ensures compliance with Vinda Group's AP processes while continuously identifying opportunities to improve process quality, efficiency, and operational effectiveness.
Working Location: Vinda SEA HQ (Bandar Bukit Raja, Klang, next to Setia Alam)
You will play an important role to:
1) Master Data
- Timely maintenance of vendor account in the system.
- Ensure creation of master data are supported with adequate information.
- Periodically reviewing the master data for inactive vendor account and block for posting and for deletion.
2) Invoice Processing
- PO invoices - ensure posting of supplier invoices are correct and matched with PO in a timely manner
- Non-PO invoices - ensure supplier invoices have been properly authorized and supported by the necessary documents (e.g., manual PO) and posted in a timely manner.
- Ensure all posting are according to the coding stated.
- Check and ensure no double posting of invoices into the system.
3) Supplier Credit Note/Debit Note Processing
- Ensure suppliers Credit Note (CR)/Debit Note (DR) have been properly authorized and supported by the necessary documents before posting into system.
- Ensure CR/DR are correctly posted in a timely manner.
- Ensure all posting are according to the coding stated.
4) Expenses Checking (Coding)
- Ensure invoices are properly and correctly coded on the type of expenses and cost center(s).
5) Payment
- Ensure prompt payment runs according to the agreed schedules.
- Ensure payment advices have been delivered to the Vendors.
- Review the payment proposal before submitting for approval.
6) Vendor Reconciliation
- Perform Vendor reconciliation in a timely manner.
- Follow up with Vendors on Statement of Accounts and other reconciliation matters.
7) Clearing of Account
- Investigate and follow up on outstanding items in the Accrual accounts and ensure clearance on a timely matter.
- Investigate and follow up on outstanding items in the Invoice Price Variance (IPV) account and ensure clearance on a timely matter.
8) Inter-Company Transactions
- Ensure taken up of inter-company transaction and balance agreed with counter parties.
- Ensure the amount payable to inter-co are paid in timely manner.
9) Closing & Reporting
- Ensure invoice posting completed by the agreed Month End cut off time.
- Assist in preparing Sales Marketing & Admin (SMA) Analysis report and analyze the reason for fluctuation of the month.
- Prepare the monthly schedule for Balance Sheet items assigned.
10) Associates claims
- Process staff claims and ensure are supported with all necessary documents.
- Prepare the staff claims report submitted for Manager review.
- Process Petty Cash claims and ensure are supported with all necessary documents. Ensure cash is properly handled.
11) Sales Tax
- Assist in preparing Sales Tax report & submission.
- Ensure Sales Tax is paid on time.
12) Purchase Requisition (PR) Management
- Serve as the Tollgate for PR raised by various teams and ensure PR is approved in accordance with authorization matrix.
13) Forecast and Budget
- Assist in preparing the yearly forecast and budget on Sales Marketing & Admin (SMA) expenses
14) Others
- Audit - Assist in queries from auditor regarding the AP matters.
- Customer Focus - Provide adequate and timely support and information as and when required by vendors and other stakeholders.
To be successful in this role, you will need to have:
- Bachelor's Degree in Accounting, Finance, or an equivalent qualification.
- At least 1-2 years working experience in the Accounts/Finance department.
