Administrative Executive, Finance and Administration (Accounts Receivable)

Heriot Watt University

An exciting opportunity has arisen to join our Heriot-Watt Online team as an Enrolment Advisor. The Enrolment Advisor will be responsible for attracting, converting, and reengaging students on our online postgraduate programmes. The successful candidate will be dedicated to providing excellent customer service to prospective students. They will work to support and encourage a prospect onto the correct programme of study to meet their personal and career goals.

We are actively looking for a talented researcher in robotics and machine learning to work on the Prosperity Partnership project between Heriot-Watt and Seebyte Ltd.

The Global Registry and Academic Support Directorate are seeking to recruit an Administration Assistant to join their Student Life division to provide administrative and clerical support to the Unitemps Branch Manager, provide advice and guidance on Unitemps matters to students and staff and to promote Unitemps within Heriot-Watt.

The School of Energy, Geoscience, Infrastructure and Society is seeking an Assistant Professor in Sport and/or Exercise Science with specific interests and experience in Physiology and/or Nutrition.

The School is looking to appoint an enthusiastic person to undertake the role of Administrative Assistant in our busy School Executive Support Office. As part of the Executive Support Office team, this role is designed to assist in providing executive support to Senior Academic Leaders and the wider School Leadership Team. This role is also responsible for supporting the Head of Department in Languages and Intercultural Studies. The role holder will be responsible for a range of key duties, including diary management, general administration, and operational support for senior positions across the School. This post reports to and provides comprehensive and confidential administrative support to the Executive Office of the School of Social Science and the Edinburgh Business School. The role also requires outstanding organisational skills, providing administrative support to other members of the executive team.

The Research Assistant will work within the AOP research group supporting the EPSRC (Part of the UK national research council) project EP/V01269X/1 “Ultra-short pulsed laser welding “.

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We are actively looking for a talented researcher in robotics and machine learning to work on the Prosperity Partnership project between Heriot-Watt and Seebyte Ltd.

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The Administrative Executive – Accounts Receivable will be the strategic partner in the successful delivery of the University’s Strategy 2025 and the strategic theme of Achieving Efficiency and Effectiveness.

The role will be based at the University’s campus in Putrajaya, the administrative capital of Malaysia.

The post holder will be will be responsible for the daily operations of the accounts receivable inclusive students billings, assist collections, record collections, processing student refunds, receipts application on timely, accurate and completeness manner to ensure compliance with the University’s policies, statutory requirements, approved accounting standards.

This post will report to the Manager – Accounts Receivable.

Key Duties and Responsibilities

  • Support the accounts receivable (AR) team, responsible for daily accounting operation and ensuring accounting records and systems comply with the University’s policies, approved accounting standards, tax requirements and any other related statutory.
  • Responsible for the invoice to cash process from customer enquiries, billings, credit memo, students refund processes.
  • To work closely with the Admission team in every student Intake,  preparing Master file, rack and monitor students payment, early bird waiver (EBW), match against the record generated after students enrolment, to ensure registration fees, revenue and abatement is recorded accurately.
  • Preparation of monthly Revenue and Accounts Receivable reports and other ad-hoc report requested by Manager.
  • To recommend and assist in implement processes and procedures to improve operational efficiency and controls. 
  • Provide support and resolve any dispute or issues with students and parents within the agreed timeline.
  • Assist with the monthly reconciliations, analyses and reports pertaining to, but not limited to, abatements and accounts receivable, as well as ensuring that they are recorded accurately and any unreconciled items are cleared on a timely basis.
  • Assist/support in the end to end process in reconciling and clearing regularly Unidentified and Unapplied receipts balances in accordance with the University’s Standard of Operating Procedures for Unclaimed Money.
  • Assist in customer collections.
  • To work closely with the System Finance team in the UK on system applications, improvements and to ensure timely implementation.
  • Fill in for any Accounts Receivable team member who is unavailable. Liaise with internal and external auditors, tax agent, bankers, solicitors, and other professional and regulatory bodies.
  • To carry out any other duties as and when requested by the Accounts Receivable Manager
  • Please note that this job description is not exhaustive, and the role holder may be required to undertake other relevant duties commensurate with the grading of the post and its general responsibilities. Activities may be subject to amendment over time as the role develops and/or priorities and requirements evolve.

    Person Specification

    Education & Qualifications 


    • Diploma or degree or a professional certificate or equivalent 


    • Accounting/CPA/ACCA qualification 



    • Minimum three (3) years of working experience in Account Receivable capacity 


    • Experience working in the education industry 

    Competencies, Skills & Knowledge


    • Strong accounting concept and reporting experience
    • Detail oriented with strong analytical skills and problem solving skills
    • Self-motivated with high degree of commitment to meet deadlines and objectives
    • Well versed with Microsoft Office applications especially proficient in MS Excel.
    • Excellent written and verbal communication skills in English
    • Able to provide guidance to team member and meet deadlines.


    • Knowledge in Oracle ERP Cloud would be advantage
    • Able to communicate with all levels 

    Essential Criteria – these are attributes without which a candidate would not be able to undertake the full remit of the role. Applicants who do not clearly demonstrate in their application that they possess the essential requirements will normally be eliminated at the short listing stage. 

    Desirable Criteria – these are attributes which would be useful for the candidate to hold.  When shortlisting, these criteria will be considered when more than one applicant meets the essential criteria. 

    Application Process

    Due to Malaysian Immigration restrictions, we regret that this position is only open to citizens or permanent residents of Malaysia.

    Applications should be submitted to Oracle system. 

    Applications must be submitted by 21 June 2023. If you are not contacted by the selection committee by 30 June 2023 then please assume that on this occasion your application has been unsuccessful.

    The University is committed to equality of opportunity.


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