Job Description (JD) – Accounts & Administration Assistant.
Position: Accounts & Administration Assistant
Department: Administration & Accounts
Reporting To: Chairman/Secretary/Treasurer, Managing Committee members-as and when required.
Job Summary
The Accounts & Administration Assistant is responsible for maintaining the financial records of the housing society, assisting in administrative activities, coordinating with residents and vendors, and ensuring smooth day-to-day operations of the society office.
Key Responsibilities
Accounts Responsibilities
- Maintain accurate records of society accounts and financial transactions.
- Prepare and issue maintenance bills, invoices, and receipts.
- Record and track maintenance collections from residents.
- Monitor outstanding dues and follow up for payments.
- Maintain cash book, bank book, and ledger accounts.
- Process vendor bills and payments after verification.
- Assist in preparing monthly, quarterly, and annual financial statements.
- Reconcile bank accounts regularly.
- Support internal and statutory audits.
- Maintain records related to GST, TDS, and other statutory compliances (if applicable).
Administration Responsibilities
- Handle day-to-day office administration activities.
- Maintain resident database and society records.
- Manage correspondence, notices, circulars, and official communications.
- Coordinate meetings of the Managing Committee and prepare minutes.
- Maintain files, documents, agreements, and statutory registers.
- Coordinate with security, housekeeping, maintenance, and other service providers.
- Handle resident queries, complaints, and service requests professionally.
- Assist in organizing society events and meetings.
- Ensure compliance with society bye-laws and regulations.
Vendor & Facility Coordination
- Coordinate with contractors and vendors for maintenance work.
- Track Annual Maintenance Contracts (AMCs) and service schedules.
- Maintain records of work orders, quotations, and purchase orders.
- Verify vendor invoices and service completion reports.
Required Qualifications
- Bachelor's Degree in Commerce (B.Com), Business Administration, or related field.
- 2–3 years of experience in accounts and administration, preferably in a housing society, property management company, or real estate sector.
- Knowledge of accounting principles and bookkeeping.
- Proficiency in MS Excel, MS Word, and accounting software such as Tally ERP/Tally Prime.
- Good communication and interpersonal skills.
Desired Skills
- Attention to detail and accuracy.
- Strong organizational and record-keeping abilities.
- Ability to handle confidential information.
- Problem-solving and multitasking skills.
- Customer-service orientation for resident interactions.
Working Hours
- As per society office timings, 09.00 am to 05.30 pm, 6 Days Working.
- Availability for occasional evening meetings or emergency situations when required.
Compensation
- Salary: As per qualifications, experience. Max Budget- 24000/- PM.
Key Performance Indicators (KPIs)
- Accuracy of financial records.
- Timely billing and collection of maintenance charges.
- Timely payment processing and reconciliations.
- Resident satisfaction and query resolution.
- Compliance with statutory and society requirements.
Pay: Up to ₹24,000.00 per month
Benefits:
- Cell phone reimbursement
- Internet reimbursement
- Life insurance
Work Location: In person
