Title :Billing & Operations Executive
Department: Operations / Finance Support
Experience: 3-5 years (staffing/IT services, accounts, or billing background preferred)
Location: Noida
Job Summary:
We are looking for a detail-oriented and process-driven Billing & Operations Executive to manage the end-to-end billing and operational workflow for our staffing/contractor engagements — from Purchase Order (PO) creation and timesheet validation to invoicing, reconciliation, and statutory/compliance-related record-keeping. The ideal candidate is comfortable working with Excel-heavy processes, has an eye for detail, and can independently manage recurring monthly billing cycles while coordinating with clients and internal stakeholders.
Key Responsibilities:
1. Purchase Order (PO) Management
- Create and update Purchase Orders for employees/contractors as per client/project requirements
- Track PO validity, renewals, and closures
- Maintain a PO tracker/master sheet for easy reference and audit trail
2. Timesheet Management
- Collect, verify, and validate timesheets of employees and contractors against project allocations and PO terms
- Follow up with employees/contractors/managers for missing or incomplete timesheets
- Share verified timesheets with clients for review and approval within agreed timelines
- Maintain a timesheet tracker with approval status (pending/approved/rejected)
3. Invoicing
- Generate invoices based on client-approved timesheets and active POs
- Ensure invoices are accurate in terms of rate, hours/days, taxes, and PO reference
- Share invoices with clients as per billing schedule and follow up on discrepancies
- Maintain invoice numbering, dispatch records, and follow-up trackers
4. Reconciliation & Data Maintenance
- Cross-verify and reconcile PO data with invoice data in Excel to ensure no billing gaps or duplication
- Flag mismatches (PO vs invoiced amount, unbilled hours, etc.) and resolve with relevant stakeholders
- Maintain accurate, updated records for audit and reporting purposes
5. Compliance & Statutory Support
- Prepare and maintain TDS sheets in line with applicable rates and sections
- Assist with PF-related data compilation and documentation for employees/contractors
- Support other statutory documentation as required (coordinate with finance/compliance team where needed)
6. Sales & Purchase Records
- Maintain and update the Sales Sheet (client-wise billing/revenue tracking)
- Maintain the Purchase File (vendor/contractor cost tracking)
- Ensure sales and purchase data aligns with invoicing and PO records for reporting accuracy
7. Reporting & Coordination
- Prepare periodic (weekly/monthly) billing and reconciliation reports for management review
- Coordinate with clients for timesheet approvals, invoice queries, and payment follow-ups
- Coordinate with internal teams (recruitment, finance, delivery) to resolve PO/billing-related issues
- Support ad-hoc data requests related to billing, PO status, or compliance sheets
Required Skills & Competencies:
- Strong working knowledge of MS Excel (VLOOKUP/XLOOKUP, Pivot Tables, SUMIFS, basic formulas — mandatory)
- Basic understanding of TDS and PF compliance concepts
- Understanding of PO-to-invoice billing cycles (staffing/IT services experience preferred)
- High attention to detail and accuracy in data handling
- Good communication skills for client and internal coordination
- Ability to manage multiple trackers/deadlines independently
- Basic understanding of GST (preferred, if applicable to billing process)
Good to Have:
- Prior experience in a staffing/recruitment or IT services firm's billing/operations function
- Exposure to accounting/ERP tools (Tally, Zoho Books, SAP, or similar)
- Experience handling contractor/vendor billing specifically (not just employee payroll)
Qualifications: Graduate (B.Com/BBA or Commerce background preferred)
Pay: From ₹25,000.00 per month
Work Location: In person
