Finance Executive (Accounts Payable)

Responsibilities:

Accounts Payable Operation:

Vendor Invoices process - Support daily vendor invoice processing and expense payments including:

- Review and post invoices accurately, ensuring compliance with company policies and correct expense coding.

- Verify supporting documents and ensure completeness of invoice submissions.

- Create, maintain and update vendor master records.

- Process a high volume of invoices within established service standards and timelines.

- Liaise with vendors and internal stakeholders to resolve invoice and payment-related queries.

Staff Expense Claim management - Support staff reimbursements including:

- Support the administration and processing of staff reimbursement claims in accordance with company policies and guidelines.

- Respond to and resolve staff queries relating to expense claims, reimbursement requirements and claim submissions.

- Liaise with employees and relevant stakeholders to obtain supporting documentation and clarification where required.

- Perform monthly validation checks on staff expense claims to ensure proper supporting documents and approval workflows are adhered to.

- Conduct bi-monthly audit reviews on staff claims to identify exceptions, non-compliance issues and potential control gaps.

- Support continuous improvement initiatives to enhance the efficiency and effectiveness of the staff expense claim process.

Financial reporting & controls:

- Support month-end and quarter-end closing activities, including accruals and prepayments.

- Perform quarterly expense reporting - Validate and review related-party transaction records to ensure completeness and accuracy.

Support in Accruals and Prepayments:

Expense Accrual Management

- Support the overall expense accrual process and ensure expenses are recognized in accordance with established accrual guidelines and accounting policies.

- Follow up with business users on monthly expense accrual information and prepare accrual journal entries.

- Prepare recurring monthly accrual entries within agreed timelines.

- Review accrual submissions from business users to ensure completeness, accuracy and compliance with accrual criteria.

- Ensure all accrual entries are processed in accordance with month-end and year-end closing schedules

Accrual Reconciliation

- Perform periodic reconciliation of accrued commissions and other expense provisions.

- Investigate and resolve reconciling items to ensure accuracy and completeness of accrual balances.

- Follow up with business users on unutilized or aged accrual balances and facilitate timely clearance.

- Maintain supporting schedules and documentation for audit and reporting purposes.

Year-End Financial Close

- Work closely with business units to ensure all expenses are accrued prudently and recognized in the appropriate accounting period.

- Prepare and maintain detailed year-end accrual checklists.

- Coordinate with stakeholders to validate expense provisions and ensure compliance with established accrual policies and guidelines.

- Ensure completeness of year-end accruals and timely completion of financial close activities.

Prepayment and Amortization Monitoring

- Monitor recurring prepayments and prepare monthly amortization journal entries in accordance with contractual terms and company policies.

- Follow up with business users on upfront payment arrangements and supporting documentation.

- Monitor prepayment schedules and liaise with business stakeholders on clawback, contract termination or adjustment requirements.

- Perform reconciliation of prepayment balances and amortization schedules to ensure completeness and accuracy.

- Maintain proper supporting documentation and ensure compliance with accounting and internal control requirements.

Process Improvement and others:

- Participate in job rotation within the Finance team to ensure business continuity and cross-functional support.

- Support system enhancement and implementation projects, including User Acceptance Testing (UAT), validation of business requirements and testing of system functionalities.

- Review, update and maintain Standard Operating Procedures (SOPs) to ensure processes remain current and compliant.

- Assist in identifying opportunities for workflow and process improvements to enhance operational efficiency and controls.

- Collaborate with internal stakeholders to resolve operational issues and improve service delivery.

- Perform any other ad hoc duties and responsibilities as assigned by the Manager.

Requirements:

- Degree or Diploma in Accountancy or equivalent

- 2 to 3 years of Accounts Payable / Finance Operations experience

- Preferably from a bank, financial institution, insurance company, or financial services environment

- Experience handling monthly closing activities, including accruals and prepayments

- Experience processing a high volume of invoices accurately and within deadlines

- Strong Excel skills (Pivot Tables, VLOOKUP/XLOOKUP, data reconciliation)

- Proficient in Microsoft Word and PowerPoint

- Experience with ERP systems (SAP, Oracle, Dynamics, etc.) is an advantage

- Able to work independently with minimal supervision

- Detail-oriented and accurate

- Good time management

- Responsible and proactive in resolving issues

- Able to work under tight month-end timelines