Finance and Admin Executive

**Job Title**: Finance & Admin Executive

**Department**: Finance & Administration

**Reports To**: Managing Director

**Salary**: RM2,500 - RM3,000

**Location**: SS15, Subang Jaya

**Job Summary**

The Finance & Admin Executive is responsible for overseeing finance operations, administration, and human resources, ensuring efficient and compliant management of accounts, payments, and administrative support. This role requires a detail-oriented individual with strong financial acumen, knowledge of accounting standards, and effective communication skills to liaise with partners, vendors, and employees.

**Key Responsibilities**

**Finance Responsibilities**

1. Accounts Receivable and Accounts Payable Management
- Oversee accurate and timely processing of invoices, payments, and collections.
- Conduct regular reconciliations of debtor and creditor accounts to resolve discrepancies promptly.
- Maintain transaction records in compliance with financial policies, ensuring proper approvals.
- Ensure timely payments to partners, agents, and vendors.

2. General Ledger and Financial Transactions Recording
- Manage the general ledger with accurate entries, ensuring compliance with accounting standards. o Support month-end and year-end financial closings, preparing journal entries, accruals, and prepayments.
- Perform regular reconciliations for bank accounts, balance sheets, and ledger accounts.

3. Payment and Expense Processing
- Prepare and manage payment schedules to ensure timely partner, agent, vendor, and employee payments.
- Review and process employee expense claims per company policies, maintaining accurate records.
- Prioritize payments to support cash flow requirements and promote sound financial management.

4. Financial Reporting and Statements
- Generate and compile monthly financial reports, including profit and loss statements, cash flow, and balance sheets.
- Analyze and report on key financial insights, variances, and trends to support strategic decision-making.

5. Compliance, Audit, and Process Improvement
- Maintain organized financial records to support internal and external audits.
- Assist in preparing for financial audits with external auditors and filing taxes accurately.
- Strengthen financial processes, implement internal controls, and ensure regulatory compliance.

6. Policy Development
- Develop and implement financial policies, procedures, and internal controls to safeguard company assets and maintain compliance with regulatory standards.

**Administration & Human Resource Responsibilities**

1. Administrative Operations
- Manage petty cash and advance payments, maintaining accuracy in records.
- Maintain and update the asset register and ensure proper asset tagging.
- Oversee the supply of office stationery and other essential office supplies.
- Ensure functionality of all office equipment, including photocopy machines, supplies, and maintenance.
- Serve as a point of contact for general communications with partners, agents, and vendors.

2. Human Resource Management
- Support basic HR functions as required, assisting with tasks related to employee records, leave management, and payroll & claim processing.
- Facilitate onboarding processes and administrative support for employees.
- Promote a positive work environment, uphold company values, and ensure adherence to HR policies.

**Support for Student Admission & Visa Team**

1. Support for Student Admission & Visa Team
- Ensure smooth coordination between internal departments and external agents to support student admission processes.

2. EMGS Application Management

3. Immigration Case Handling
- Coordinate with the immigration department on student visa processing, renewals, and any special immigration cases.
- Keep updated with immigration regulations and requirements, ensuring student visas and documentation remain compliant with immigration laws.

4. Airport Clearance Support
- Facilitate airport clearance processes for international students arriving in Malaysia.
- Provide support and coordination to ensure students experience a smooth transition upon arrival, managing required documentation and communication with relevant airport authorities.

**Project Management**

1. To assist on selected projects from time to time
- Collaborate closely with the management to provide support, documentation, and record management for selected projects.
- Ensure smooth coordination between internal departments and management to support execution of selected projects.

**QUALIFICATIONS**
- Education: Diploma or Bachelor’s degree in Accounting, Finance, Business Administration, or a related field.
- Experience: Minimum of 1 year of relevant experience in finance and/or accounting.
- Required languages: English and Bahasa Malaysia.

**Skills**:

- Strong knowledge of accounting principles, financial management, and reporting.
- Knowledge of Accounts Receivable and Accounts Payable.
- Proficiency in MS Office Suite (Excel, Word, Outlook) and Go