Accounts Payable (AP) Assistant

Accounts Payable (AP) Assistant

Department: Finance & Accounts Location: Mount Austin, Johor Bahru Employment Type: Full-Time Salary Range: RM 2,200 – RM 3,000 (Commensurate with experience) Reports To: Branch Manager / Managing Director

Job Purpose

The Accounts Payable (AP) Assistant is responsible for executing day-to-day accounts payable operations, verifying supplier invoices, and maintaining clean disbursement records. Operating in an SME trading and distribution environment, this role ensures accurate 3-way matching, timely vendor statement reconciliations, and smooth payment processing to support internal financial controls and branch operations.

Key Responsibilities:

1. Invoice Processing & 3-Way Matching

• Perform strict 3-way matching by verifying vendor tax invoices against Purchase Orders (POs), supplier Delivery Orders (DOs), and physical stock receiving records.
• Verify pricing accuracy, quantity, trade discounts, payment terms, and required operational sign-offs prior to system posting.
• Post verified AP invoices and credit notes accurately into the accounting software in a timely manner.
• Flag billing discrepancies, missing DOs, or price variances directly to the Branch Manager for verification and resolution.

2. Payment Vouchers & Disbursement Processing

• Prepare payment vouchers (PVs) and schedule online bank transfer batches for Managing Director and Branch Manager review and approval.
• Track payment due dates systematically to prioritize critical supplier settlements and avoid supply holds or late charges.
• Process routine branch expenses, monthly utility bills, petty cash disbursements, and internal staff claims.

3. Vendor Statement Reconciliation & Communication

• Perform monthly vendor statement reconciliations against internal AP ledger balances to identify missing invoices or uncredited returns.
• Communicate professionally with suppliers to follow up on outstanding statements, request missing documents, and clarify payment statuses.
• Maintain up-to-date supplier profile records and banking details within the system.

4. Documentation, Filing & Administrative Support

• Maintain an organized, audit-ready filing system for physical and digital records (vouchers, DOs, invoices, receipts, and bank confirmation slips).
• Support month-end AP closing procedures, assist with age analysis reviews, and record basic monthly supplier accruals.
• Provide clean documentation support during internal audit reviews or statutory audits.

Job Requirements & Qualifications

• Education: Certificate, Diploma, or LCCI in Accounting, Finance, Business Administration, or equivalent.
• Experience: 1–3 years of hands-on accounts payable or clerical accounting experience within a trading, logistics, or SME operational setting._ (Fresh graduates with strong bookkeeping fundamentals will be considered at entry level)_.
• Technical Proficiency:
• Familiarity with SME accounting software SQL Account
• Good working knowledge of MS Excel
• Core Competencies:
• High numerical accuracy and strong attention to detail.
• Good organizational skills to keep track of payment schedules across multiple supplier accounts.
• Professional verbal and written communication skills for daily interaction with internal management and external suppliers.
• Language Requirement: Must be able to communicate in Bahasa Malaysia and basic English, with Mandarin speaking ability preferred and considered a strong advantage.
• Advantage / Bonus Criteria: Short Notice Availability

Benefits:

• Free parking
• Maternity leave
• Opportunities for promotion
• Professional development

Pay: RM2,000.00 - RM3,000.00 per month

Benefits:

• Free parking
• Maternity leave
• Opportunities for promotion
• Professional development

Application Question(s):

• How long is your notice period?

Education:

• Diploma/Advanced Diploma (Preferred)

Experience:

• Accounts Assistant: 3 years (Preferred)

Work Location: In person

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