Account Payable Assistant

1 day ago

Petaling Jaya, Selangor, Malaysia PCM GROUP GLOBAL SDN. BHD. Full time

Job Description:

  1. Principal & Supplier Invoice Processing

  2. Process and verify invoices from Toyota principal (UMW Toyota Motor, where applicable) for vehicle purchases, parts, warranty claims, and incentives.

  3. Match invoices with Vehicle Delivery Order (DO), Purchase Order (PO), parts receiving documents, and job cards.

  4. Verify and process supplier invoices with complete supporting documents and managers' approvals for all outlets.

  5. Payment Processing

  6. Prepare and process payments to Toyota principal, parts suppliers, logistics providers, and service vendors in accordance with credit terms.

  7. Match purchase orders, delivery orders, and invoices before payment processing.
  8. Prepare payment vouchers and handle supplier payments via cheque or online transfer.
  9. Monitor payment due dates to ensure timely settlements.
  10. Process staff expenses claims and petty cash reimbursements.

  11. Liaise with suppliers to resolve invoice discrepancies or billing issues.

  12. Parts & Workshop Cost Control

  13. Verify parts purchases and ensure correct posting to stock, workshop cost, or expense accounts.

  14. Check workshop-related invoices including sublet repairs, warranty-related costs, tools, consumables, and service contracts.

  15. Ensure costs are correctly allocated to service, parts, sales, or administrative cost centers.

  16. Reconciliation & Month-End Closing

  17. Perform monthly reconciliation for principal accounts, supplier statements, and AP ledgers.

  18. Monitor AP aging, follow up on outstanding items, and resolve discrepancies promptly.

  19. Prepare accruals for unbilled parts, vehicles in transit, and workshop expenses during month-end closing.

  20. Reporting & Documentation

  21. Prepare accounts payable aging reports, payment forecasts, and variance analysis.

  22. Maintain proper documentation for audit, internal control, and Toyota principal review.

  23. Support internal and external audits, including Toyota audit requirements.

  24. Compliance & Internal Control

  25. Ensure compliance with dealership SOPs, internal controls, and Toyota principal guidelines.

  26. Support statutory requirements including SST, withholding tax, and other applicable taxes.
  27. Ensure all invoices and payments are properly approved and supported.

  28. Coordinate and ensure timely renewal of Bank Guarantees for UMW Toyota, and JPJ as required.

  29. System & Process Support

  30. Maintain accurate data in the Dealer Management System (DMS) and accounting system.

  31. Support system enhancements, process improvements, and digitalization initiatives.
  32. Undertake any ad-hoc tasks or assignments as directed by the management.

Job Requirements:

  1. Diploma / Degree in Accounting, Finance, or related field.

  2. Minimum 2-3 years of Accounts Payable experience, preferably in a Toyota or automotive dealership.

  3. Familiar with Dealer Management System (DMS).

  4. Knowledge of Toyota dealership operations, including vehicle, parts, and workshop processes.

  5. Proficient in Microsoft Excel and financial reporting.

  6. High attention to detail, good follow-up skills, and ability to meet deadlines.

  7. Good communication skills to liaise with Toyota principal, suppliers, and internal departments.

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