Senior Finance and Admin Executive

1 day ago

Kuala Lumpur, Kuala Lumpur, Malaysia XIDEAS Full time 60,000 - 70,000 per year

About Xideas

Xideas is a fast-growing end-to-end property marketing specialist working with Malaysia's top developers. We combine creativity, strategy, and data to deliver high-impact marketing campaigns and digital solutions for over 200 property projects.

As our operations scale, we are looking for a Senior Finance & Admin Executive who can independently manage our finance, payroll, and administrative functions with strong attention to detail, reliability, and professionalism.


Role Overview

This position is ideal for someone experienced in full-set accounts, payroll processing, HR documentation, and office administration, especially within an SME or agency environment. You will work closely with management to ensure smooth financial operations, accurate reporting, and proper compliance.

The role requires someone mature, organised, trustworthy, and comfortable working in a creative but fast-paced environment.


Key Responsibilities

  1. Full-Set Accounting (Agency Environment)

-Maintain full-set accounts including AP, AR, GL, journals, and month-end closing.

-Prepare monthly management reports, bank reconciliation, project billing summaries, and revenue tracking for ongoing campaigns.

-Manage invoicing to developer clients and follow up on collections.

-Monitor expenses, petty cash, and prepare cash flow projections for management review.

-Process vendor payments, project-related expenses, and SST submissions.

-Ensure accurate filing of all financial documentation for audits.

  1. Payroll & HR Administrative Support

-Process monthly payroll, including allowances, claims, OT, commissions (if any), and staff reimbursements.

-Prepare statutory submissions (EPF, SOCSO, EIS, PCB) accurately and on time.

-Prepare annual EA forms, Borang E, and relevant payroll reports.

-Maintain staff leave records, attendance, and HR files.

-Prepare HR documents such as offer letters, confirmation letters, and other employment correspondence.

  1. Office & Administrative Management

-Oversee daily office operations including supplies, maintenance, pantry, utilities, and vendor coordination.

-Support the needs of creative, digital, and project teams (logistics, forms, scheduling, documentation).

-Manage company documents including insurance, licences, contract renewals, and corporate filings.

-Coordinate staff activities, monthly lunches, small events, celebrations, and team engagements.

-Assist management in scheduling meetings, preparing basic documentation, and supporting day-to-day operations.

  1. Compliance, Audit & External Coordination

-Liaise with auditors, tax agents, company secretary, and government authorities.

-Prepare audit supporting documents and ensure proper compliance with statutory requirements.

-Maintain financial and administrative SOPs to align with Xideas' standards.

-Support ad-hoc finance and admin tasks required by management.

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