Job Description: Admin cum Central Payments & Bill Management Executive
Role Title: Admin cum Central Payments & Bill Management Executive
Department: Admin / Finance Operations
Location: Corporate Office
Salary Budget: ₹22,000 – ₹28,000 per month
Experience: 1–3 years preferred
Reporting To: Admin Head / Accounts Team / Founders’ Office
Role Objective
We are hiring an Admin cum Central Payments & Bill Management Executive to manage payment coordination, bill desk operations, reimbursements, petty cash, travel bookings, and overall admin support activities.
The candidate will be responsible for handling the Pazy platform, coordinating with internal teams and accounts, maintaining bills and records, processing approved payments, and managing day-to-day administrative requirements including travel and vendor coordination.
The role will serve as a central coordination point for payments, documentation, travel management, and admin execution across teams.
Key Responsibilities
1. Pazy System Management
- Manage the Pazy platform on a daily basis.
- Upload and maintain bills, invoices, reimbursements, petty cash claims, and vendor payment requests.
- Coordinate with employees, vendors, and department heads for proper bill submission and supporting documents.
- Track approvals and follow up for pending bills, corrections, or remarks.
- Ensure all claims and payment requests are processed through Pazy.
- Support employees in understanding the Pazy process and workflow.
2. Central Bill Desk Management
- Act as the central bill desk for the organization.
- Collect offline bills from properties, vendors, employees, and internal teams.
- Maintain physical and digital bill records in a structured manner.
- Scan and upload bills into Pazy or internal trackers.
- Ensure no bill is missed, duplicated, or left unprocessed.
- Maintain records of pending, processed, and submitted bills.
- Coordinate with accounts for submission of original bills and documents.
3. Payment Execution & Coordination
- Execute approved payments as per company process.
- Coordinate with accounts before processing any payment.
- Ensure all payments are supported with approvals and documentation.
- Maintain records of completed, pending, and held payments.
- Share payment updates with concerned stakeholders.
- Support accounts with UTR details, payment confirmations, and reconciliation records.
- Ensure proper documentation for audits and financial tracking.
4. Reimbursement & Petty Cash Management
- Handle petty cash and reimbursement claims through Pazy.
- Verify bills and supporting documents before submission.
- Maintain reimbursement and petty cash trackers.
- Follow up with employees for missing bills or clarifications.
- Coordinate with accounts for claim processing and closures.
- Ensure timely settlement of reimbursement requests.
5. Travel Desk & Booking Management
- Handle flight, hotel, train, cab, and local travel bookings for employees and founders.
- Ensure bookings are completed within approved budgets and timelines.
- Maintain booking confirmations, invoices, payment receipts, and travel records.
- Coordinate cancellations, rescheduling, and refunds whenever required.
- Maintain travel expense trackers for internal and accounts records.
- Ensure all travel bills are properly uploaded and documented.
6. Vendor Bill & Payment Support
- Collect vendor invoices and required supporting documents.
- Verify invoice details including GST, amount, department, service period, and vendor information.
- Coordinate with teams for service confirmations and approvals.
- Follow up for missing approvals, POs, or documents.
- Maintain vendor payment trackers and payment status records.
- Share payment confirmations with vendors when required.
7. Admin & Office Coordination
- Handle daily admin-related activities for office operations.
- Coordinate office supplies, stationery, courier, printing, and documentation work.
- Support teams with operational coordination and administrative requirements.
- Maintain admin expense records and supporting documents.
- Assist in meetings, logistics, travel coordination, and vendor management.
- Ensure confidentiality of employee, vendor, payment, and company records.
Required Skills
- Basic understanding of bills, invoices, reimbursements, petty cash, and payment coordination.
- Good working knowledge of MS Excel and Google Sheets.
- Comfortable using platforms like Pazy or similar systems.
- Strong follow-up and coordination abilities.
- Good documentation and record-management skills.
- Ability to handle multiple tasks simultaneously.
- Attention to detail and process-oriented approach.
- Good communication skills in Hindi and English.
- Organized, trustworthy, and reliable personality.
Preferred Candidate Profile
- Graduate in Commerce, Business Administration, Finance, or related field.
- 1–3 years of experience in admin operations, payment coordination, accounts support, bill desk, reimbursement handling, or travel desk operations.
- Prior experience in vendor coordination, travel bookings, petty cash, or finance operations will be preferred.
- Comfortable handling confidential documents and financial records.
- Disciplined and process-driven with strong coordination skills.
Key Success Metrics
- Proper maintenance and tracking of bills on Pazy.
- Accurate payment, reimbursement, and petty cash records.
- Timely execution of approved payments.
- Proper maintenance of travel and booking documentation.
- Smooth coordination between internal teams and accounts.
- Clean documentation for audit and reconciliation purposes.
- Efficient admin and operational support across departments.
Pay: ₹22,000.00 - ₹28,000.00 per month
Application Question(s):
- Do you have experience handling bills, reimbursements, petty cash, or payment coordination processes? If yes, explain briefly.
- Which tools/software have you used for payment tracking, bill management, or expense management?
- Have you worked on travel bookings such as flights, hotels, cabs, or train reservations for employees or management?
- How comfortable are you with MS Excel or Google Sheets for maintaining trackers and records?
- Have you coordinated with accounts teams, vendors, or internal departments for payment follow-ups and approvals?
- Have you managed vendor invoices, GST details, or reimbursement claims before?
- How do you prioritize multiple admin and payment-related tasks at the same time?
- What is your current salary, expected salary, and notice period?
Work Location: In person
