Job Description for Accounts Executive (Accounts Receivable)
Key Responsibilities:
Daily Responsibilities
- Perform daily Autocount system backups to safeguard data integrity.
- Monitor and manage online orders, coordinating with relevant departments for order fulfilment.
- Process delivery orders and ensure documentation accuracy.
- Handle internal stock/document transfers between outlets.
- Update and maintain daily bank balances and perform daily bank reconciliations.
- Verify daily sales collections from all outlets and key in sales data into designated Excel files.
- Update Autocount Cashbook with bank transactions.
- Monitor and manage petty cash, including disbursements and staff cash claims.
- Upload signed payment vouchers to the bank system, download and archive payment advices, and forward them to Finance via WhatsApp.
- Prepare and issue customer invoices as needed.
- Process cheque payments when required.
- Record vouchers if time permits.
- Perform ad-hoc duties or urgent tasks as assigned.
Weekly Responsibilities
- Compile and submit the Weekly Sales Report to Management.
- Perform bi-weekly cash sales bank-in procedures.
Monthly Responsibilities
- Download and archive monthly bank statements.
- Generate and compile monthly sales and product reports via the VIVIPOS backend.
- Process internal and external monthly invoicing.
- Conduct monthly bank reconciliations and prepare platform summaries.
- Record recurring accounting entries: deposits, petty cash, journal entries, depreciation, prepayments, and inventory.
- Handle loan repayment entries.
- Perform monthly inventory checks.
- Undertake ad-hoc assignments from Management.
Accounts Receivable & Reconciliation
- Issue customer invoices and process incoming payments.
- Monitor and follow up on outstanding receivables.
- Tally and verify POS machine receipts with internal records.
- Reconcile payments from delivery platforms.
- Ensure timely daily, weekly, and monthly bank reconciliations.
- Regularly reconcile customer accounts, addressing any discrepancies.
POS System & Cash Management
- Liaise with POS system vendors for maintenance, upgrades, and technical support.
- Ensure accurate capture of POS receipts in daily sales reports.
- Oversee daily cash handling, ensuring proper reconciliation and deposits.
- Monitor and top up petty cash while maintaining detailed transaction records.
Payroll & Timecard Verification
- Verify part-time staff timecards and ensure salaries align with approved hours.
Financial Reporting & Audit
- Prepare and submit monthly financial reports to Management.
- Assist in external audits by preparing required documentation and coordinating with auditors.
Liaison & Administrative Support
- Communicate with food delivery platforms on account-related matters.
- Assist in setting up and troubleshooting POS-related financial issues.
Provide general administrative support to the Accounts Manager and Operations team.
