Account & Admin Assistant

As our Account & Admin Assistant you will be the backbone of daily financial and office operations. You will process invoices, record and allocate payments, follow up on overdue accounts, and perform reconciliations so cash flow and customer records are reliable. You will also handle office administration tasks that keep the workplace running, from ordering supplies to maintaining licence and asset records. In this role you will work closely with Sales, Customer Service and Finance to resolve billing questions, update collection records, and prepare accurate reports for month-end closing and audits. You will follow SOPs and approval procedures while protecting confidential customer and financial information. We welcome practical suggestions to improve AR processes through digitalisation or better tracking, and you will escalate disputes to the Team Lead when needed. Your Growth & Impact - Develop practical accounting skills by managing end-to-end accounts receivable and month-end tasks, improving your bookkeeping confidence. - Improve customer communication skills by handling payment enquiries and collection follow-ups across phone and email channels. - Expand your cross-team experience through regular coordination with Sales, Customer Service and Finance, strengthening your internal network. - Build process expertise by identifying small automation or tracking improvements that save time and reduce errors. Responsibilities Accounts Receivable Operations - Prepare and issue customer invoices, credit and debit notes, receipts and other AR transactions accurately and on schedule. - Record and allocate incoming payments, including cash receipts, with full supporting documentation. - Maintain customer accounts, statements and transaction history for assigned entities to keep records audit-ready. Collections & Customer Liaison - Monitor AR ageing and proactively follow up on overdue payments via email, phone and other appropriate channels. - Maintain clear collection records showing customer responses, payment commitments and settlement status. - Handle internal enquiries on payment confirmations, account status and orders placed on hold, and resolve routine billing issues with relevant teams. - Escalate disputes and long-outstanding balances to the Team Lead when further action is needed. Reconciliation, Controls & Office Administration - Perform customer account reconciliations and investigate discrepancies, unidentified receipts and unallocated payments. - Assist with AR ageing reports, outstanding balance summaries, collection forecasts and month-end schedules. - Ensure all AR transactions follow SOPs and are properly supported for financial reporting and audit purposes. - Manage day-to-day office admin tasks such as tracking assets, ordering supplies, liaising with vendors, coordinating equipment maintenance and supporting business licence renewals. Requirements Qualifications & Experience - Minimum Diploma in Accounting, Business Administration, Management or a related field. - At least 2 years of experience in account or admin functions, with exposure to AR tasks preferred. - Experience working with Sales, Customer Service or Finance teams is an advantage. Hard Skills & Knowledge - Proficient in Microsoft Office, especially Excel for basic reconciliations and reporting. - Familiarity with HRMS or similar business systems and basic data entry best practices. - Comfortable preparing AR ageing reports, supporting month-end schedules and maintaining audit-ready documentation. Soft Skills & Qualities - Good communication and interpersonal skills, able to manage internal and customer queries professionally. - Organised, resourceful and able to work independently while keeping the Team Lead informed. - Positive attitude, dependable, and attentive to detail when handling confidential financial information. - Able to communicate in English, Bahasa Malaysia and/or Mandarin as required.