Assistant Accountant, Sales Admin

Job Description

1. Job Purpose

To support the Finance and Sales teams in daily accounting and administrative operations, ensuring accurate financial documentation, proper expense tracking, invoice verification, advance payment processing, and effective coordination with internal departments and suppliers.

A. Accounting & Financial Administration

1. Assist in daily accounting and financial administrative tasks.
2. Prepare and check payment requests, payment vouchers, and expense documents.
3. Check and verify invoices, receipts, quotations, and supporting documents.
4. Record and maintain daily expenses and financial transactions.
5. Assist in preparing accounts payable and accounts receivable records.
6. Coordinate with the Finance team to ensure timely payment processing.
7. Maintain accurate and organized financial records and filing systems.
8. Assist with monthly expense summaries and financial reports.

B. Advance Payment Request & Clearance

1. Receive and review advance payment requests from employees and project teams.
2. Check advance request forms, project purposes, budgets, and supporting documents.
3. Submit advance requests to the authorized person for approval.
4. Coordinate with Finance for approved advance payments.
5. Follow up with employees and project teams to clear outstanding advances.
6. Check advance settlement reports against actual expenses and original receipts.
7. Verify supporting invoices and receipts before submitting settlement documents to Finance.
8. Update and maintain the advance payment tracking sheet.
9. Report overdue advances and outstanding balances to the supervisor.

C. Invoice Checking & Payment Processing

1. Receive invoices from suppliers, vendors, and service providers.
2. Verify invoice information, including:

• Company and supplier names.
• Invoice number and date.
• Description of goods or services.
• Quantity and unit price.
• Total amount and payment terms.

1. Cross-check invoices against approved quotations, purchase orders, and project budgets.
2. Check for duplicate invoices, incorrect amounts, and missing documents.
3. Coordinate with relevant departments to correct invoice discrepancies.
4. Prepare complete invoice documents for payment submission.
5. Follow up on pending invoices and payment status.

D. Sales Administration

1. Provide administrative support to the Sales and Account teams.
2. Prepare and organize sales quotations, invoices, purchase requests, and other documents.
3. Maintain client information, sales records, and project documentation.
4. Follow up on client payment documents and outstanding payments with the relevant team.
5. Assist in preparing sales reports and project cost summaries.
6. Coordinate with Account, Sales, Procurement, Production, and Finance teams.
7. Ensure all sales-related documents are properly recorded and filed.

E. Documentation & Reporting

1. Maintain physical and digital filing systems for accounting and sales documents.
2. Update Excel records for expenses, invoices, advances, and payment status.
3. Prepare weekly and monthly reports as assigned.
4. Ensure all financial and administrative documents are accurate and submitted on time.
5. Perform other duties assigned by the supervisor or Management.

Job Requirements

*** Qualifications & Requirements

• Diploma or Bachelor’s degree in Accounting, Finance, or Business Administration.
• At least 1–2 years of experience in accounting or administrative work.
• Basic knowledge of accounting principles and financial documentation.
• Good computer skills, especially Microsoft Excel and Word.
• Good attention to detail and numerical accuracy.
• Good communication and coordination skills.
• Honest, responsible, organized, and able to work under pressure.
• Ability to work independently and as part of a team.

*** Key Performance Indicators (KPIs)

1. Accuracy of accounting records and financial documents.
2. Accuracy of invoice checking and payment requests.
3. Timely processing and submission of advance payment requests.
4. Timely follow-up and clearance of outstanding advances.
5. Proper recording and tracking of expenses and invoices.
6. Timely completion of sales administrative tasks.
7. Proper document filing and record management.
8. Effective coordination with internal departments.

*** Authority & Responsibility

• Responsible for checking and verifying financial documents before submission.
• Responsible for tracking and following up on outstanding advances and invoices.
• Responsible for reporting discrepancies or unusual expenses to the supervisor.
• Not authorized to approve expenses, advances, or payments without Management’s authorization.
• Must maintain confidentiality of company financial information.