Account Assistant / Finance Executive (AP)

Job Responsibilities:- 1.Invoice Processing Review and verify incoming invoices/ staff commission/ expense claim reports. Ensure invoices are accurately posted with the correct amount. Ensure that all invoices have the appropriate approvals and documentation before payment. Match invoices to purchase orders (POs)/ GRN. Resolve discrepancies between vendor invoices and POs/ GRN. 2. Payment Processing Prepare and process payments for vendors through electronic transfers, or credit cards. Ensure that payments are made within the agreed-upon terms. Assist in processing employee expense reimbursements. Maintain and update payment schedules to ensure timely payments. 3. Vendor Management Maintain a database of vendor information, including contact details and payment terms. Respond to vendor inquiries and resolve any payment or account issues. Establish good working relationships with procurement and vendors to ensure smooth transactions. 4. Reconciliations Perform regular reconciliations of accounts payable to ensure that all outstanding invoices are accounted for. Reconcile vendor statements with internal records and resolve discrepancies. Ensure all payments are recorded accurately in the general ledger. 5. Reporting & Documentation Maintain detailed records of all transactions, including invoices, payment receipts, and approvals. Generate accounts payable aging reports to monitor overdue payments. Prepare reports on cash flow and forecasts as needed by management. 6. Internal Controls & Compliance Ensure compliance with company policies, financial controls, and accounting standards. Support internal and external audits by providing necessary documentation. Help implement process improvements for more efficient accounts payable operations. 7. System Maintenance and Improvement Use accounting software (e.g., Autocount & Conec) to process invoices and track accounts payable. Help improve AP workflows and systems for greater efficiency and accuracy. 8. Communication & Coordination Collaborate with other departments (such as procurement, admin, HR, Marketing and Operations) to resolve issues and ensure smooth financial processes. Communicate effectively with vendors, internal teams, and management regarding payment issues or discrepancies. Requirements:- Diploma/Degree in Accounting, Finance, or a related field. Strong knowledge of accounting principles, especially Accounts Receivable and cash management. Good attention to detail and accuracy in handling financial data. Strong communication and interpersonal skills. Good problem-solving and analytical abilities. Proficient in Microsoft Excel and accounting software. Able to manage multiple tasks and meet deadlines effectively.