Finance Assistant

a)     Invoice/Credit Note/Debit Note Creation and Management:

·       Generate and issue invoices/debit notes for non-inventory items to customers within one (1) business day upon documentation complete/upon request from management

·       Generate and issue proforma invoices to customers within one (1) business day upon documentation complete/upon request from management

·       Generate and issue credit notes to customers within one (1) business day upon documentation complete/upon request from management

·       Ensure that invoices, credit notes, debit notes are accurate, complete, and compliant with company policies and contracts.

·       Ensure that invoices, credit notes, or debit notes are provided to customers via email within one (1) business day from the date of invoice generated

·       Track and record all issued invoices in the company's accounting system.

·       Ensure all documents (invoice, shipping document, etc) are scanned and filed properly, either physically or digitally. Documents to be scanned within one (1) business day from date of receipt.

b)    Payment Processing:

·       Monitor incoming payments from customers, ensuring that payments are applied to the correct invoices.

·       Process various forms of payment such as cheques, electronic transfers, and cash. Ensure payment is entered into and knocked off in the ERP system within one (1) business day from date of receipt.

·       Reconcile accounts to ensure payments are accurately recorded and to track any discrepancies.

c)     Collections:

·       Follow up with customers on overdue invoices by phone, email, or letter.

·       Negotiate payment terms and work out payment plans with customers when necessary.

·       Resolve payment disputes or issues, working closely with both customers and internal teams.

d)    Customer Relations:

·       Serve as a point of contact for customers regarding their accounts, billing inquiries, and payment status.

·       Maintain positive relationships with clients to encourage timely payments and reduce overdue balances.

·       Ensure verifying all the customers' information before creating a new customer account in the ERP system.

e)     Account Reconciliation:

·       Regularly reconcile accounts receivable to ensure accuracy and completeness.

·       Investigate and resolve discrepancies between accounts receivable records and bank statements.

·       Ensure that all payments are accounted for and that proper records are kept.

·       Statement of Account to be provided to all customers by 3rd of every month.

f)     Reporting and Documentation:

·       Prepare ageing reports to track outstanding invoices and overdue payments by 2nd of the following month

·       Report on the status of accounts receivable and any issues that could affect cash flow.

·       Provide regular updates on collections performance, bad debts, and trends in payment delays.

·       Ensure account receivable module is closed by the 2nd of the following month.

g)    Compliance and Internal Controls:

·       Ensure that all accounts receivable processes comply with company policies and accounting standards.

·       Assist with the implementation of effective internal controls to safeguard company revenue. For example, review the credit limit and credit term periodically.

·       Support internal and external audits by providing necessary documentation regarding receivables.

·       Ensure VAT filing on time

h)    Others

·       Other ad-hoc activity or functions as and when required by superior.

·       Assist in the monthly stock take (if required)

Job Requirements

• Minimum LCCI or equivalent.
• 3 – 5 years working experience in manufacturing industry
• Must have experience in handling Account Receivable.
• Experience in SAP System will be an added advantages.
• Strong analytical skills.
• Able to work independently without close supervision.
• Knowledge of computer and MS Office will be essential.
• Contract for 1 year with option to convert as permanent.
• Able to travel to overseas (UAE) on occasionally.