Finance & Admin Executive (Kuala Lumpur)

Position Summary:

The Finance & Admin Executive supports the company’s finance operations by ensuring accurate financial record-keeping, timely payment processing, customer billing, payroll administration, e-Invoicing preparation, and compliance with healthcare and medical device regulations. This role works closely with sales and operations teams.

Key Responsibilities:

1. Accounts Payable (AP)

• Process vendor invoices related to medical devices, logistics, and service agreements.
• Ensure timely payments to suppliers.
• Monitor credit terms and reconcile supplier statements.

2. Accounts Receivable (AR) & e-Invoicing

• Prepare and issue invoices to hospitals, clinics, pharmacies, and distributors.
• Prepare and submit e-Invoices in compliance with LHDN / government requirements.
• Track and follow up on outstanding payments from government and private sector clients.

3. Payroll Administration

• Assist in monthly payroll preparation, including overtime, allowances, commissions, and statutory deductions (EPF, SOCSO, EIS, PCB).
• Maintain payroll records and ensure confidentiality of employee information.

4. Financial Recordkeeping & Reporting

• Maintain accurate financial records related to product movement, billing, payroll, and charges.
• Assist in monthly and quarterly financial reporting (P&L, balance sheet, cash flow).
• Support analysis related to sales performance, stock movement, and rebate / commission programs.

5. Banking & Reconciliation

• Track incoming payments and update AR records.
• Assist in bank reconciliations.

6. Compliance & Audit

• Ensure compliance with MDA, MOH, tax, and statutory regulations in all financial transactions.
• Compile and organize financial documentation for internal and external audits, including healthcare procurement compliance.
• Support SST / GST filing, payroll statutory submissions, and tax-related documentation.

7. Administrative Support

• Maintain organized finance documentation and filing systems (physical and electronic).
• Liaise with sales and operational teams on billing, payroll, and payment coordination.
• Perform ad-hoc duties assigned by the Managing Director.

Requirements:

• Diploma or Degree in Finance, Accounting, or a related discipline from a recognized institution.
• Knowledge or strong interest in the healthcare / medical device industry is an advantage.
• Proficient in Microsoft Excel, accounting systems, and e-Invoicing platforms.
• High attention to detail with strong integrity and ability to handle confidential information.