Accounting & Administrative Assistant

Job Purpose

Accounting & Admin Assistant provides crucial administrative and clerical support to an accounting department, handling daily tasks like data entry, invoice processing (opex recharge), filing, and assisting with month-end close, requiring strong detail orientation, basic accounting knowledge, and computer skills (Excel, Netsuite) to ensure accurate financial records and smooth operations. Provide admin support for the Malaysia team by liaising and supporting Facility department requirement such as office leasing, equipment repairs and maintenance and ensuring adequate pantry stock for the welfare of the staff.  This role requires the candidate to work in the office 5 days a week.

Key Responsibilities

• Data Entry & Record Keeping: Accurately inputting financial data specially for Shanghai China Chinese, maintaining ledgers, auditing supporting documents, and filing documents (physical/digital).
• Banking: Creating Vendor template in Chinese.
• Fixed Asset stock reconciliation: Reconciling fixed assets clearing accounts and ICO item recharge and refund.
• Reconciliation: Credit card reconciliation and ADP payroll recharge.
• Reporting: Assisting with basic financial reports, journal entries, and compiling records such as local statutory entertainment and marketing details for managers.
• Vendor Management & Coordinator: Manages supplier relationships, ensuring smooth operations by handling onboarding, contracts and verify details with vendor directly.  Being the primary contact to liaise between internal stakeholders and vendor.
• Procurement Support: Send invoice for verification and payments and batching AP invoices.
• Accounts Administrative Support : Circulate and check including local statutory FX rates for billing and align with Accounting system, managing correspondence, APJ petty cash, managing central mailbox, invoice processing for opex recharge and other clerical duties for the team. 
• Office Administrative Support for (MY): Managing daily office operations, handling communications (phones, emails, mail), scheduling appointments, organizing files, preparing documents/reports, managing supplies, and assisting staff to ensure smooth workflow, acting as a key organizational backbone.  Liaising and supporting Facility department requirement such as office leasing, equipment repairs and maintenance, etc.
• IT Administrative Support: Co-ordinating and following up on asset allocation confirmation with employee.
• Compliance: Ensuring transactions comply with company policies and deadlines. 

• Experience in accounting system (e.g. Oracle, Navision or NetSuite), Microsoft Excel & Word will be an added advantage.
• Ability to organise and prioritise work.
• Attention to detail and accuracy.
• Proficient in data entry skills.
• Excellent communication and interpersonal skills, including written communication (Mandarin is a must as the role require to interact with our chinese counterpart).
• Ability to work effectively in a team environment, as well as independently.
• Ability to work under pressure and meet closing deadlines.
• Team-oriented, flexible, proactive and positive working attitude.
• Able to start immediately or within short notice.

• At least Diploma holder in Accounting, Finance or higher.
• At least 2-3 years' experience in a similar role.