Account Executive

Key Responsibilities:

Daily accountabilities: Invoicing, Payment & Collections

• Perform daily transactions for Local, Oversea and intercompany to accounting system timely basis and ensuring compliance with established guidelines and procedures
• Update Project control sheet summary to ensure full billing of project upon completion and project cost are being recorded
• Organize the accounts, keep track of overdue balance, credit limits and seek approval from authorized managers/directors
• Update daily banking arrangements e.g. cheques (including PDC), IBG, letter of credits (LC), cash, to accounting system and Excel cash book
• Monitor 3-way match for all delivery / orders from PW lorry driver or transporters and ensure all delivery / orders are acknowledged with chop & sign. Where applicable, ensure NRIC number is indicated
• Prepare warranty or test certificate when requested by project team.
• Prepare and ensure shipping documents for overseas shipments i.e. commercial invoice packing list (CIPL), bill of lading (BL), Customs K2 (export), insurance, Form D, monitor letter of credit (LC) documents for shipments and claims etc
• Collaborate with cross-functional teams to ensure smooth coordination of export /import shipments documents from order placement to delivery, ensuring accurate shipping documentation and compliance with regulation requirements
• Monitor and follow up overdue with customers / supplier with internal department team and report to supervisor/managers on issues
• Maintain and achieve neatly all Purchase Orders (PO) prior to commencement of works for checking against credit application forms. Ensure PIC agreed PO price and tally the figure with our internal costing summary from Estimation department and the Variation Order (VO) prices from Project department
• Check all new PO costing, savings and seek approvals of the PO costing from Accounts Manager/Group Accountant
• Prepare issuing bank guarantee (BG) as per contract or PO requirement. Also, yearly BG renewal for TNB or other facilities

Weekly accountabilities

• Prepare weekly report every Friday and seek Accounts Manager/Finance Manager review
• Prepare weekly aging report every Friday and seek Accounts Manager guidance and review
• Prepare weekly collection / payment report. Detailed collection and expenses for the monthly group consolidation

Monthly accountabilities

• Update projects order book every early of the month by 10th
• Monitor retention amount and follow up with respective PIC upon due expiry of retention period and to seek Accounts Manager guidance and review
• Generate statements of accounts (SOA) monthly by 5th workday and send via emails to customers and M&S, perform reconciliation with suppliers’ statements of account
• Prepare monthly bank reconciliations for all companies by 5th following month
• Prepare overall report submission and to ensure all relevant suppliers’ invoices (CJ10) are ready for bi-monthly sales tax payment and compile invoices for annual sales tax (CJ5) renewal
• Perform the late interest computations with guidance from Accounts Manager / Group Accountant
• Issue the reminder letters upon approvals by Managing Director
• Compile legal documentations when required by lawyer on legal action cases
• Assist in credit applications and credit checks as when required. Manage filing database in both soft and hard copies for Accounts Manager / Group Accountant review and approvals
• Participate and assist on the company’s quarterly internal stock take
• Any other ad-hoc tasks as required by management

Requirements:

• Diploma or higher in Accounting or Finance
• Proven experience in accounting or finance roles
• Proactive, fast, and able to multitasks
• Strong analytical and numerical skills
• Attention to details and high level of accuracy
• Excellent communication and interpersonal abilities
• Problem solving and critical thinking
• Time management and organizational skills
• Ability to work independently and as part of the team
• Proficiency in accounting software and Microsoft Excel