Accounting & Admin Executive

Job Description We are seeking an experienced and well-organized Accounts & HR Executive to manage accounting, payroll, statutory compliance, e-invoicing, financial reporting, and HR administration for IICOMBINED brands. The role also involves coordinating shipments and deliveries with HQ and third-party logistics providers. This position requires strong attention to detail and the ability to manage multiple responsibilities in a fast-paced retail environment. Key Responsibilities Accounts, Finance & E-Invoicing · Handle daily accounting operations, including Accounts Payable (AP) and Accounts Receivable (AR). · Manage supplier payments, petty cash, and employee reimbursements. · Prepare payroll and statutory payment schedules. · Maintain accurate customer and supplier information in the accounting and e-invoicing systems. · Manage the issuance, submission, validation, and record-keeping of e-invoices in compliance with Malaysia’s e-invoicing requirements. · Ensure credit notes, debit notes, refunds, and other relevant transactions are accurately reflected in the e-invoicing system. · Coordinate with customers, suppliers, retail teams, HQ, and external parties to resolve e-invoice discrepancies and rejected submissions. · Reconcile bank statements, supplier statements, credit card transactions, and retail sales records. · Support monthly, quarterly, and annual financial closing. · Prepare sales and financial reports for submission to HQ. · Prepare reports, summaries, and presentations on the company’s financial performance. · Monitor budgets, expenses, cash flow, and overall financial performance. · Support financial forecasting and expense planning. · Prepare tax documentation and handle withholding tax matters. · Liaise with external auditors and prepare the necessary schedules, records, and supporting documents for annual audits. · Follow up on audit queries and assist with any required accounting adjustments. · Liaise with the company secretary on statutory filings, company resolutions, director-related documents, and other corporate secretarial matters. · Monitor statutory filing and licence-renewal deadlines to ensure timely compliance. · Maintain accurate accounting records, statutory documents, agreements, licences, and filing systems. Human Resources & Administration · Prepare offer letters, confirmation letters, and other employee documentation. · Handle employee onboarding and offboarding processes. · Manage payroll administration and statutory submissions. · Process EPF, SOCSO, EIS, PCB, and HRD Corp matters. · Maintain employee records, leave tracking, and HR documentation. · Prepare EA forms and support annual HR processes. · Coordinate staff insurance and employee claims. · Support payroll adjustments, salary increments, and part-time payroll processing. · Monitor attendance, leave records, and medical certificates. · Handle HR-related administrative matters and documentation. · Handle general staff enquiries and employment-related matters. · Source and provide relevant information or quotations relating to office equipment, general insurance, and administrative matters. · Coordinate store maintenance with service providers, obtain quotations, and schedule maintenance or repair work as required · Support other ad-hoc administrative duties as required. Logistics · Coordinate with third-party logistics providers, freight forwarders, courier companies, suppliers, and HQ regarding shipments and deliveries. · Monitor shipment schedules, customs clearance, and delivery status. · Prepare and maintain shipping documents, including commercial invoices, packing lists and shipment records. · Coordinate the delivery of products, packaging materials, office supplies, and other operational items to retail stores. · Coordinate stock transfers between warehouses and retail stores when required. · Follow up with logistics providers on shipment delays, damaged goods, missing items, and delivery discrepancies. · Verify logistics and customs invoices, including freight charges, customs duties, import taxes, and other shipment-related expenses. · Arrange and process payments for customs duties, import taxes, freight charges, and other logistics-related expenses. · Maintain complete shipment and payment records for finance reconciliation, reporting, and audit purposes. · Support import and export documentation when required. · Assist with inventory reconciliation and shipment-related reporting. Requirements · Diploma or Degree in Accounting, Finance, Human Resources, Business Administration, or a related field. · Min 3 years of relevant experience in accounting, finance, or HR administration. · Experience in the retail, fashion, FMCG, or multi-outlet industry is highly preferred. · Good understanding of accounting, financial reconciliation, inventory, audit, and tax-related processes. · Strong knowledge of Malaysian payroll practices and statutory requirements, including EPF, SOCSO, EIS, PCB, and HRD Corp. · Familiarity with Malaysia’s e-invoicing requirements and submission processes is preferred. · Proficient in Microsoft Excel and familiar with accounting, payroll, and e-invoicing systems. · Experience coordinating with external auditors and company secretaries is an advantage. · Experience coordinating with third-party logistics providers, freight forwarders, and courier companies is an advantage. · Good written and verbal communication skills in English, Chinese and Bahasa Malaysia. · Strong communication, coordination, and problem-solving skills. · Detail-oriented, well-organized, and able to handle confidential information professionally. · Able to work independently, manage multiple responsibilities, and meet deadlines.