Job Description: Accounts Assistant (AP/AR)
Job Summary
We are seeking a detail-oriented and organized Accounts Assistant (AP/AR) to support day-to-day finance and accounting operations. The role will be responsible for processing accounts payable and receivable transactions, maintaining accurate financial records, performing reconciliations, following up on outstanding balances, and supporting month-end closing activities.
Key Responsibilities
Accounts Payable (AP)
- Process supplier invoices, credit notes, debit notes, and payment requests accurately and on time.
- Verify invoices against purchase orders, goods received notes, and supporting documentation.
- Perform invoice matching and identify discrepancies for resolution.
- Maintain accurate supplier accounts and ensure timely updating of accounting records.
- Prepare supplier payment schedules and support payment processing.
- Reconcile supplier statements and resolve outstanding differences.
- Respond to supplier queries regarding invoices, payments, and account balances.
- Maintain proper documentation for all accounts payable transactions.
Accounts Receivable (AR)
- Generate and process customer invoices, credit notes, and related billing documents.
- Record customer receipts and ensure accurate allocation of payments.
- Maintain customer accounts and perform regular customer account reconciliations.
- Monitor outstanding receivables and follow up on overdue customer balances.
- Assist with collection activities and escalate long-outstanding accounts as required.
- Resolve billing discrepancies and customer account queries in coordination with relevant departments.
- Prepare accounts receivable aging reports and collection status updates.
General Accounting & Reconciliation
- Perform bank, supplier, customer, and ledger reconciliations.
- Assist with journal entries and other routine accounting transactions.
- Support month-end and year-end closing activities.
- Ensure accounting records are complete, accurate, and properly documented.
- Assist in preparing financial reports, schedules, and MIS as required.
- Support internal and external audit requirements by providing relevant documentation.
- Maintain organized financial records in accordance with company policies and procedures.
Coordination & Compliance
- Coordinate with Procurement, Sales, Warehouse, Operations, and other departments to resolve accounting issues.
- Ensure transactions are processed in accordance with company approval procedures and internal controls.
- Maintain confidentiality of financial and customer information.
- Identify discrepancies, errors, and process gaps and report them to the Accounts Supervisor.
- Support process improvements to increase accounting accuracy and efficiency.
- Perform other finance and accounting duties assigned by management.
Qualifications
- Bachelor's degree in Commerce, Accounting, Finance, or a related field.
- 1–3 years of relevant experience in accounts payable, accounts receivable, or general accounting.
- Fresh graduates with relevant accounting knowledge may also be considered.
- Working knowledge of accounting principles and basic financial controls.
- Experience with ERP/accounting software such as SAP, Oracle, Tally, Microsoft Dynamics, or similar systems is preferred.
- Good working knowledge of Microsoft Excel.
Key Skills
- Accounts payable and accounts receivable
- Invoice processing and verification
- Customer and supplier reconciliation
- Bank reconciliation
- Payment and receipt processing
- Accounts aging and collections follow-up
- Journal entries and basic accounting
- ERP/accounting software
- Microsoft Excel
- Attention to detail and accuracy
- Numerical and analytical skills
- Communication and coordination
- Time management and organization
- Ability to meet deadlines
Key Performance Indicators (KPIs)
- Invoice processing accuracy and turnaround time
- Supplier and customer reconciliation accuracy
- Timely processing of receipts and payments
- Reduction in outstanding reconciliation items
- Accounts receivable collection performance
- Timely resolution of invoice and account discrepancies
- Month-end closing support and deadline adherence
- Accounting data accuracy
- Compliance with internal controls and procedures
