Document Executive

Requirements

Education & Experience:
-A Diploma or Bachelor's Degree in Finance, Accounting, Business Administration, or a related field.
-Able to speak in English, Bahasa Malaysia and Mandarin
-Proven experience (at least 2-3 years) in an administrative, financial, or documentation-focused role.
-Experience in handling financial reports or claims processing is a strong advantage.

Skills & Competencies:

Technical Skills:
-High proficiency in Microsoft Office Suite, with advanced skills in MS Excel (e.g., VLOOKUP, PivotTables, complex formulas) being essential for reporting and analysis.
-A basic understanding of accounting principles (P&L, costs, revenue).
-Experience in creating process documents or Standard Operating Procedures (SOPs).

Personal Attributes:
-Meticulous Attention to Detail: Absolutely crucial for accurate reporting, cost tracking, and financial reconciliation.
-Strong Organisational Skills: Ability to manage multiple tasks, prioritise deadlines (weekly, monthly, quarterly), and maintain well-organised records.
-Excellent Communication Skills: Professional verbal and written communication skills for liaising with vendors, internal teams, and reporting to senior management.
-Analytical & Problem-Solving Mindset: The ability to analyse data, identify discrepancies, and proactively find solutions.
-Proactive & Independent: Must be a self-starter who can work with minimal supervision and take ownership of their responsibilities.

Key Responsibilities

1. Financial & Sales Reporting:
-Assist the Director in the timely preparation and generation of weekly, monthly, and quarterly sales reports.
-Support the compilation and review of Profit & Loss (P&L) statements, ensuring all data is accurate and presented clearly.

2. Project Cost Management:
-Diligently track and consolidate project cost breakdowns submitted by various internal teams.
Prepare clear and concise summaries of project expenditures, highlighting key financial metrics for -management review.

3. Vendor Claim Management:
-Act as the primary point of contact to liaise with vendors, understanding their specific claim procedures for sales incentives and marketing funds.
-Efficiently manage and execute the entire claim submission process, ensuring all documentation is complete and submitted on time.

4. Process Development & Training:
-Analyse and document the end-to-end claim workflow to establish a clear and efficient process.
-Develop a Standard Operating Procedure (SOP) and provide training to junior staff to delegate and assist with the claim process.

5. Financial Reconciliation:
-Conduct a thorough monthly reconciliation of total vendor claims submitted against payments received.
-Investigate and resolve any discrepancies between submitted amounts and actual payments to ensure financial accuracy.

6. Executive Reporting:
-Prepare and present a comprehensive monthly summary of the total claim status (claimed, received, outstanding) to the Director.