Accounts Cum Operations Executive

KeyResponsibilities

Accounts

• Bookkeeping: Maintain accurate records of daily financial transactions, including accounts payable (AP) and accounts receivable (AR).
• Data Entry: Input invoices, receipts, and payments into the accounting software.
• Reconciliation: Assist in monthly bank reconciliations and verify discrepancies by collecting and analysing account information.
• Reporting: Prepare basic financial reports for management review.
• Tax & Audit Support: Assist in the preparation of documents for tax filings and external audits.

Internal Audit of Invoices

• Invoice Verification: Conduct internal audits of retail invoices to verify accuracy, completeness, and compliance with company policies and pricing agreements.
• Discrepancy Investigation: Identify and investigate discrepancies such as pricing errors, duplicate billing, unauthorized discounts, and missing supporting documents.
• Reconciliation: Cross-check invoices against purchase orders, delivery receipts, and contracts to ensure goods and services billed match what was ordered and received.
• Compliance Checks: Ensure invoices comply with internal controls, tax requirements, and vendor agreements.
• Process Improvement: Suggest improvements to invoice processing workflows to strengthen internal controls and reduce risk.

Operations & Office Supply Management

• Office Supply Inventory: Assist to monitor inventory levels of office supplies (stationery, pantry items, equipment) and place orders to replenish stock as needed.
• Vendor Management: Source and negotiate with suppliers to ensure cost-effective purchasing and maintain relationships with service providers.
• Procurement: Process purchase orders for operational needs and ensure timely delivery of goods.
• Expense Control: Track operational expenses and ensure spending stays within budget limits.
• Asset Management: Maintain an updated register of office assets and coordinate repairs or disposal when necessary.

International Freight & Logistics Coordination

• Shipment Arrangement: Plan, book, and coordinate international freight shipments (air, sea, and land) in line with business requirements and delivery timelines.
• Documentation: Prepare and verify shipping documentation, including bills of lading, commercial invoices, packing lists, and customs declarations.
• Freight Forwarder Liaison: Liaise with freight forwarders to ensure smooth clearance and delivery of goods.
• Cost Management: Obtain freight quotations, compare rates, and negotiate shipping costs to optimize logistics spend.
• Tracking & Reporting: Monitor shipment status, track deliveries, and proactively resolve any delays, damages, or customs issues.
• Compliance: Ensure all shipments comply with relevant import/export regulations and Incoterms.

Requirements& Qualifications

Experience:

2 years of proven experience in an accounting or bookkeeping role, with exposure to internal audit, office administration/operations, and international freight coordination.

Technical Skills:

1. Strong command of MS Excel.
2. Working knowledge of customs procedures and shipping documentation.
3. Familiarity with internal audit principles and invoice verification processes.

Soft Skills:

1. Excellent organizational and time-management skills.
2. Strong attention to detail and accuracy in financial reporting and auditing.
3. Strong communication skills and a proactive attitude.