Account Executive

POSITION SUMMARYThe Accounts Payable Executive is responsible for managing and maintaining the full cycle of Accounts Payable (AP) functions for the Group of Companies. This includes verifying and processing supplier invoices, staff claims, vendor payments, and intercompany transactions in compliance with accounting standards and company policies. The role ensures accuracy and timeliness of all payables, performs regular reconciliations, maintains vendor records, supports month-end closing, and assists in audits. The position requires strong attention to detail, coordination across departments, and commitment to maintaining accurate financial records and smooth payment operations.KEY RESPONSIBILITIES1. Accounts Payable Processing•Handle full spectrum of AP functions including invoice processing, staff claims, vendor payments, and other payables.•Verify and match supplier invoices against purchase orders, delivery orders, and approvals before posting to accounting system.•Check and classify petty cash and staff claims in accordance with company policy.•Process approved payments — invoices, proforma invoices, staff claims, and petty cash — within agreed timelines.•Manage recurring monthly payments (e.g., utilities, rental, system subscriptions).•Prepare and post payment vouchers and update accounting entries upon receipt of bank debit advices.•Ensure compliance with relevant tax (SST/WHT) requirements during invoice processing.2. Reconciliation & Reporting•Perform monthly vendor Statement of Account (SOA) reconciliation to ensure completeness and accuracy of transactions.•Execute monthly credit card and prepayment account reconciliation to ensure timely and proper cost recognition.•Reconcile intercompany incoming/outgoing transactions, ensuring no out-of-balance position between entities.•Maintain an updated cashbook for all payable transactions to support accurate cash flow projection and monitoring.•Prepare AP aging reports and highlight long outstanding items for management review.3. Vendor & Documentation Management•Maintain accurate vendor master data, including bank account details, company profile, and contact information.•Ensure all supplier records, contracts, and payment documents are properly filed (hardcopy and digital)•Liaise with vendors to resolve payment discrepancies, clarify invoice details, and ensure timely settlement.•Support Operations/Procurement teams in document matching and resolving disputes related to prepayment or advance payments.4. Intercompany Transactions•Record and issue journal vouchers for intercompany incoming/outgoing transactions upon payment or receipt on behalf of related entities.•Monitor monthly intercompany charges, reconcile balances, and ensure timely settlement to maintain accurate intercompany accounts.5. Compliance & Internal Control•Adhere to internal control procedures and ensure approvals are obtained prior to payment processing.•Monitor and report any irregularities, duplicate claims, or potential control gaps.•Support Finance Manager in implementing process improvements to enhance efficiency and accuracy within AP functions.6. Audit & Ad-Hoc Tasks•Assist in preparation of audit schedules and provide supporting documents during external and internal audits.•Support month-end closing by ensuring all payables and accruals are posted accurately and on time.•Maintain list of contractors, track invoice and payment status, and update provisions when required.•Handle submission of bank-related documents, cheque deposits, and other administrative finance duties.•Perform any ad-hoc task or analysis as assigned by superior.