Accounts & Operations Executive

Accounts & Operations Executive (AR, Inventory, Purchasing & Import Logistics)

Location: Jalan Raja Chulan, Kuala Lumpur (on-site) · Full-time · Salary: RM3,000 – RM4,000 (depending on experience)

About us

We are a growing Kuala Lumpur group in FMCG import trading (Thai food and lifestyle products), healthy meal prep and F&B. We supply retail and modern-trade customers and sell online through Shopify. We are looking for a hands-on, organised person to own our orders, billing, stock, supplier purchasing and import logistics end to end.

What you will do

Accounts receivable and order processing

• Process customer POs from retail, trade and online channels; issue DOs and invoices accurately and on time in SQL Account.

• Monitor Shopify orders and upload order details to the warehouse system (WMS); check quantities and stock before processing.

• Handle customer returns with the warehouse, and issue credit notes and debit notes.

• Generate monthly Statements of Account (SOA), track ageing and follow up on payment collections.

• Follow up on pending or delayed orders until they are delivered and billed.

Inventory control

• Maintain accurate stock records across warehouse, office and outlets: stock-in, stock transfers and adjustments.

• Reconcile system stock with physical counts and investigate variances.

• Prepare stock reports, including slow-moving and near-expiry items.

Purchasing (local and overseas, mainly Thailand)

• Raise and send POs to suppliers, especially Thai suppliers; follow up until the PO is confirmed.

• Follow up with suppliers on production and cargo-ready dates so import orders ship on time.

• Receive supplier invoices, match them to PO and goods received, then pass them to Accounts Payable for payment.

• Do stock-in once goods arrive and arrange transfers to where stock is needed.

Import logistics

• Arrange logistics for every import order: get freight quotes, book vessel space (sea freight, FCL/LCL) or air freight through freight forwarders.

• Coordinate shipping documents with suppliers and forwarders: commercial invoice, packing list, bill of lading, certificate of origin.

• Work with the forwarder or customs agent on customs clearance, duties and any permits needed for food products.

• Track each shipment from departure to arrival and update the team on ETAs and delays.

• Arrange haulage or local delivery from port to warehouse, and plan receiving with the warehouse.

• Keep an import tracker (PO, shipment, ETA, landed cost) for management.

Reporting and coordination

• Make sure every order and every stock movement has a matching document (PO, DO, invoice, CN/DN, GRN).

• Prepare weekly order, AR and inventory reports for management.

• Lead and guide the admin and order-processing staff, set up SOPs for billing, stock and purchasing, and coordinate daily with the warehouse, sales team and Accounts Payable.

What we are looking for

• Diploma or degree in Accounting, Business, Supply Chain or similar.

• Must have 3+ years in billing, AR, inventory and purchasing in a trading or FMCG company; able to guide and train junior staff.

• Hands-on with SQL Account (AutoCount or similar also considered) and good Excel (VLOOKUP, pivot tables).

• Experience with Shopify or a WMS is a strong plus.

• Experience with import orders and logistics (freight forwarders, vessel booking, shipping documents, customs clearance, Incoterms such as FOB/CIF) is a strong plus.

• Good English and Bahasa Malaysia; Thai or Mandarin is an advantage.

• Detail-minded, follows through without being chased, comfortable working with numbers all day.

How to apply

Send your CV, current and expected salary, and notice period to [Confidential Information] or +60123059109. Shortlisted candidates will be contacted within one week.