Accounts Executive / Senior Accounts Executive

We are looking for a detail-oriented and organised Accounts Executive to manage day-to-day accounting operations, sales and purchase entries, invoice verification, expense tracking, reconciliations, and financial reporting.

The candidate will work with accounting software such as Xero and Link My Books, maintain accurate financial records, verify supplier invoices against agreed prices, and coordinate with overseas team members to ensure smooth financial operations.

The ideal candidate should have strong accounting knowledge, advanced Excel skills, good communication skills, and the ability to independently manage accounting tasks and prepare accurate reports.

Key Responsibilities

Sales & Purchase Accounting

Record and maintain sales invoices, purchase invoices, credit notes, sales returns, and purchase returns.

Enter daily financial transactions accurately into the accounting system.

Verify sales and purchase records against invoices, orders, and supporting documents.

Maintain records of customer receipts, supplier payments, credit notes, and outstanding balances.

Monitor customer receivables and supplier payables.

Track advance payments received from customers and advance payments made to suppliers.

Identify and resolve discrepancies in sales and purchase entries.

Supplier Invoice Verification & Price Checking

Verify supplier invoices against purchase orders, agreed prices, price lists, and goods received records.

Check product prices, quantities, discounts, VAT, delivery charges, and invoice totals.

Identify price differences, duplicate charges, incorrect quantities, and billing errors.

Report discrepancies to the relevant department and coordinate with suppliers for corrections.

Maintain records of invoice discrepancies and follow up until resolution.

Accounting Software – Xero & Link My Books

Maintain accurate accounting entries and financial records in Xero.

Manage and review sales, purchases, bank transactions, expenses, and relevant accounting adjustments.

Use Link My Books to review and reconcile marketplace sales, fees, refunds, and settlements.

Check that marketplace payouts and fees are correctly reflected in the accounting records.

Investigate and resolve differences between marketplace reports, bank deposits, Link My Books, and Xero.

Maintain proper supporting documentation for all financial transactions.

Bank, Sales & Purchase Reconciliation

Perform regular bank reconciliations.

Reconcile customer accounts, supplier accounts, sales, purchases, and payment records.

Reconcile marketplace settlements, refunds, fees, and other deductions.

Investigate unreconciled transactions and outstanding balances.

Maintain accurate records of deposits, advances, credit notes, and pending payments.

Assist with month-end closing and preparation of accounts.

Expense Management & Cost Tracking

Record, classify, and track business expenses.

Verify expense claims, receipts, supplier bills, and supporting documents.

Monitor recurring expenses, operational costs, and unusual expenditure.

Maintain expense trackers and compare actual costs against budgets where applicable.

Identify duplicate, missing, or incorrectly recorded expenses.

Prepare regular expense summaries and cost reports for management.

Financial Reporting & Management Information

Prepare daily, weekly, and monthly financial reports.

Prepare sales, purchase, expense, and cash-flow reports.

Generate outstanding customer payment and supplier payment reports.

Prepare reconciliation statements and reports on unresolved discrepancies.

Track sales returns, refunds, credit notes, and marketplace fees.

Assist in preparing profit and loss reports and other management accounts.

Provide accurate financial data to management to support business decisions.

Highlight unusual movements, errors, overdue balances, and areas requiring attention.

Coordination with Overseas Teams

Coordinate with overseas employees, finance teams, suppliers, and relevant departments.

Follow up on missing invoices, payment confirmations, expense records, and supporting documents.

Communicate accounting discrepancies clearly and professionally.

Ensure financial information is collected and recorded within agreed deadlines.

Provide regular updates to management on pending issues and completed tasks.

Work across different time zones when required.

Advanced Excel & Data Management

Use advanced Excel functions to maintain financial trackers and analyse data.

Work with PivotTables, XLOOKUP/VLOOKUP, SUMIFS, COUNTIFS, IF formulas, and conditional formatting.

Compare large datasets, identify duplicate entries, and investigate mismatched records.

Prepare automated reports, reconciliation sheets, expense trackers, and invoice verification templates.

Clean, organise, and analyse data exported from accounting software and marketplaces.

Improve existing spreadsheets and reporting processes to reduce manual work and errors.

• General Accounting & Administrative Responsibilities

Maintain organised digital records of invoices, receipts, payment proofs, and financial documents.

Ensure transactions are recorded in the correct accounting period and category.

Support the preparation of VAT/GST-related records and documentation as applicable.

Assist with audit preparation and provide supporting documents when required.

Maintain confidentiality of financial information.

Identify opportunities to improve accounting procedures, reporting accuracy, and financial controls.

Required Skills & Qualifications

Bachelor's degree in Commerce, Accounting, Finance, or a related field.

Practical experience in accounting, bookkeeping, or finance operations.

Strong understanding of sales, purchases, returns, credit notes, reconciliations, and general accounting.

Hands-on experience with Xero and/or similar accounting software.

Knowledge of Link My Books and marketplace accounting is an advantage.

Advanced Excel skills are essential.

Strong analytical and numerical skills.

Good written a