Department
Finance & Accounts
Reporting To
Finance Manager / Director
Job Summary
We are looking for a responsible, detail-oriented, and organized Accounts & Documentation Executive to manage day-to-day accounting operations, statutory documentation, dispatch documentation, customer and vendor accounts, and record management. The ideal candidate should ensure accurate financial records, timely preparation of dispatch documents, and systematic maintenance of both physical and digital records.
Key ResponsibilitiesA. Accounting & Bookkeeping
- Record all Purchase, Sales, Journal, Payment, Receipt, and Contra entries in Tally Prime.
- Maintain General Ledger and subsidiary ledgers.
- Manage Accounts Receivable and Accounts Payable.
- Process customer receipts and vendor payments.
- Perform Bank Reconciliation Statements (BRS).
- Maintain petty cash records.
- Prepare monthly closing reports and MIS.
- Assist in finalization of accounts.
- Coordinate with auditors and tax consultants.
B. Customer & Vendor Account Management
- Maintain individual customer and supplier ledgers.
- Reconcile customer and vendor accounts regularly.
- Follow up for outstanding receivables.
- Verify supplier statements.
- Resolve account discrepancies.
- Generate customer account statements.
- Monitor customer credit limits and payment terms.
C. GST & Statutory Compliance
- Maintain GST Purchase and Sales Registers.
- Prepare data for GST Returns.
- Record and reconcile Input Tax Credit (ITC).
- Maintain TDS records.
- Assist in statutory filings.
- Maintain compliance documentation.
D. Sales Documentation & Dispatch
- Prepare Tax Invoices.
- Generate GST e-Invoices.
- Generate e-Way Bills.
- Prepare Packing Lists.
- Verify dispatch quantities.
- Prepare Delivery Challans whenever required.
- Coordinate with Sales, Dispatch, Warehouse, and Transport teams.
- Ensure invoices, packing lists, and e-Way Bills match the dispatched material.
- Maintain dispatch documentation.
- Coordinate vehicle details with transporters for e-Way Bill generation.
- Ensure documentation is completed before dispatch.
E. Import Documentation
- Maintain import purchase documentation.
- Maintain Bill of Entry records.
- Maintain Freight Bills.
- Maintain Shipping Bills.
- Maintain Delivery Orders.
- Maintain Container documentation.
- Maintain Port expense records.
- Maintain Customs documents.
- Coordinate with CHA and Freight Forwarders.
- Maintain landed cost records.
F. Inventory Documentation
- Maintain stock records.
- Verify inward and outward stock documentation.
- Coordinate stock reconciliation with warehouse.
- Assist in inventory audits.
G. Document ManagementPhysical Filing
Maintain systematic files for:
- Purchase Bills
- Sales Invoices
- Vendor Files
- Customer Files
- Bank Documents
- GST Documents
- TDS Documents
- Import Documents
- Dispatch Documents
- Freight Bills
- Transport Bills
- Audit Files
- Contracts & Agreements
- Payment Vouchers
- Receipt Vouchers
Digital Record Management
- Scan and archive all important documents.
- Maintain organized digital folders with standardized naming conventions.
- Ensure proper indexing for easy retrieval.
- Perform regular data backups.
- Maintain confidentiality of financial records.
- Ensure every document is available both physically and digitally.
H. Office Administration
- Maintain proper filing systems.
- Ensure no pending documents remain unfiled.
- Maintain document numbering and reference systems.
- Keep workstations and document storage organized.
- Assist management with administrative tasks related to finance.
I. MIS & Reporting
Prepare:
- Daily Collection Report
- Daily Payment Report
- Bank Balance Report
- Receivable Ageing
- Payable Ageing
- Monthly Sales Report
- Monthly Purchase Report
- GST Summary
- Cash Flow Report
- Outstanding Report
- Inventory Summary
Skills Required
- Tally Prime
- Microsoft Excel (Pivot Tables, XLOOKUP/VLOOKUP, SUMIFS, IF, Filters)
- GST & TDS knowledge
- Strong accounting principles
- Good communication skills
- Excellent documentation and filing practices
- High attention to detail
- Ability to manage deadlines
- Strong organizational skills
Qualifications
- B.Com / M.Com
- CA Inter (Preferred)
- 2–5 years of experience in Accounts
- Experience in Trading or Manufacturing Industry preferred
Key Performance Indicators (KPIs)
- 100% accurate accounting entries.
- Zero major accounting errors.
- Bank Reconciliation completed by the 3rd working day of each month.
- GST and statutory documentation completed on time.
- 100% accurate e-Invoices and e-Way Bills.
- Packing Lists prepared accurately before dispatch.
- Customer and Vendor reconciliations completed monthly.
- Monthly MIS submitted by the 5th working day.
- Zero missing documents during audits.
- All accounting documents filed (physical and digital) within 24 hours.
- Proper maintenance of import and dispatch records.
- Prompt response to customer and supplier documentation requests.
Preferred Experience
Candidates with prior experience in:
- Timber Trading
- Wood Packaging
- Manufacturing
- Import & Export Documentation
- Logistics Documentation
- GST Compliance
- Inventory Accounting
will be given preference.
Pay: From ₹20,000.00 per month
Benefits:
Work Location: In person
