Accounts & Admin Executive

Fresher

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Early Applicant

Job Description

Role Description

To update Annual Leaves & Medical Leaves of each colleagues
To download from ZK Teco Attendance Mgmt and upload punch cards into desktop.
To submit punch cards together with AL, EL, MC & OT (if any) to HR at Petaling Jaya branch
To compile an overall list of employee's date joined, confirmation, promotion
To look into replacement of staff should one resigned by advertisement in press or word of mouth.
To conduct initial interview if necessary.
To ensure all telephone calls are answer within the first 3 rings.
To write name of applicants for MC and AL/EL on sticky board.
To scan medical claims to HR, PJ and seek approval/verification before making payment.
To collect birthday fund beginning of each month.
To organise dinners outing for CNY and HR.
To go government offices for enquiries / submission documentations if necessary.
To provide orientation and going through Employees Handbook with new colleagues.
To provide training for Showroom colleagues on issuance of DN, invoices, OR and etc.

Accounts

To prepare daily float of RM200 for Showroom.
Calculate and update Showroom daily sales & petty cash report.
File showroom daily official receipts.
Verified daily cash collection in the evening. Counter sign on the petty cash log book and daily physical cash count record book.
Bank in cash and cheques.
To issue official receipts for distributors/dealers upon cheques clearance.
To knock off OR and invoices in SAP system.
To ensure Credit Note/Debit Note are issued accordingly.
Prepare payment voucher and payment for amount less than RM500.00 to debtors.
Prepare purchase requisition form for amount more than RM500.00 (cheques payment) to PJ Acc dept.
Arrange for suppliers to collect their cheques payment upon received from PJ office.
Look into debt aging and ensure all outstanding are collected for the month. Should there be any problem with an account to inform Sales personnel accordingly.
To record monthly expenses incurred, eg diesel, electricity & water bills, etc.
To prepare reports for quarterly stock take.
Before running the stock take report, have to ensure all sample requests & broken tiles are keyed into SAP system.
To prepare Stock Take reconciliation report.
To photostat documents, to bring colourful stickers and stationaries for recording during stock take.

Admin

To ensure that all lightings and air-conditioning are properly use (in line with our cost saving exercise).
To ensure overall cleanliness of the whole building (internally and externally).

Showroom - take charge by Lun

Warehouse - take charge by Zam

Office room - take charge by Hazlin

To keep proper recording of all contract / agreement with suppliers. To note all expiry and renewal dates of all licensing i.e. business, suppliers, fire extinguishers, and etc.
To re-look into all the supplier's contract (e.g. office cleaner, stationary supplier & etc) and re-appoint if necessary.
To liaise with contractors pertaining to building maintenance.
To update telephone directory of all new suppliers/contractors if any.
To ensure warehouse colleagues submit the broken tiles photographs and monthly broken tiles report on time.
Filing for Showroom (DN & inv) and Admin/HR.
To ensure all sample requisition forms being filled up, and dropped off once a month.
To arrange Lorry for Puspakom's inspection and renewal of road tax.
To arrange Lorry and forklift for services.

Purchasing

Warehouse - Preparing monthly broken tiles report

Download photographs taken by Warehouse boys.
Looks at the photographs and label the codes accordingly.
Verify broken tiles report with stock take report on breakage. e.g. same QC and qty. If there is any discrepancy to counter check with Warehouse.
Update sample request form, checked broken tiles SO, Sample Request SO if there are properly recorded.
Prepare the monthly broken tile report for Manager's and Warehouse's supervisor signature together with photographs.
Submit report to PJ, Ms Khoo.

Additional responsibility

Assist Zam in keying the stock cards incl looking into the physical movement.
Assist in disposing broken tiles.
Overall help to oversee Showroom & Warehouse.
To update disposal fixed assets for JTM & KMJB.
Coordinate in Showroom Interior Design for tiles display panels & festive decorations.
Photos for lab codes to transfer to power points and print out the drawing for Manager viewing.
And any other ad hoc matters as assigned by Branch Manager.

Please send your resume to Stephen Ng

Email: [Confidential Information]

Phone: +6010-265 4768