Role Summary
The Accounts Executive will be based at the Varanasi unit and will be responsible for day-to-day billing and invoicing, GST compliance including e-way bill generation, TDS deduction and deposit, routine accounting and book-keeping, and end-to-end inventory management for the unit – including physical stock audit and valuation, SKU coding, barcode/QR labelling, standardized documentation (GRN, Material Issue Slip, Stock Transfer), an Excel/ERP-ready inventory tracker, and training the workshop supervisor to sustain the system independently. The role requires hands-on working knowledge of statutory compliance and inventory processes, and a disciplined, accurate, and timely approach to unit-level finance and inventory operations, working closely with the plant team and reporting into the central Finance function.
Key Responsibilities
1. Billing & Invoicing
- Prepare and issue sales invoices / tax invoices for goods dispatched from the Varanasi unit, ensuring accuracy of rates, quantities, HSN/SAC codes and applicable taxes.
- Raise debit notes / credit notes as required (rate differences, returns, discounts) with proper authorisation and documentation.
- Maintain a billing register and ensure invoice numbering is sequential and compliant with GST invoicing rules.
- Coordinate with the sales/dispatch team to ensure invoices are raised in line with actual dispatch and delivery challans.
- Follow up on billing discrepancies and ensure timely correction and reconciliation with customer accounts.
2. GST Compliance & E-Way Bill
- Generate e-way bills for all applicable outward and inward movement of goods within statutory time limits and threshold values.
- Ensure correct determination of GST applicability (rate, place of supply, RCM where relevant) on sales, purchases and inter-unit stock transfers.
- Maintain GST-compliant records: tax invoices, debit/credit notes, e-way bills, and support documentation for input tax credit (ITC).
- Assist in preparation of data for monthly/quarterly GST returns (GSTR-1, GSTR-3B, GSTR-9 as applicable) for review by the compliance consultant / CFO office.
- Reconcile GSTR-2A/2B with purchase records to support accurate ITC claims and flag mismatches.
- Track e-way bill validity, extensions, and cancellations, and maintain a compliance log for the unit.
3. TDS Deduction & Compliance
- Identify TDS applicability on vendor and contractor payments (e.g., contract payments, rent, professional fees, commission) as per the Income Tax Act.
- Deduct TDS at correct rates at the time of booking/payment and ensure timely deposit within statutory due dates.
- Maintain vendor-wise TDS records and PAN details; issue TDS certificates (Form 16A) in coordination with the consultant.
- Support preparation of data for quarterly TDS returns (Form 24Q/26Q) for filing by the tax consultant.
- Flag any short deduction, non-deduction, or late deposit risks proactively to the reporting manager.
4. General Accounting & Book-keeping
- Record day-to-day accounting entries (purchases, sales, expenses, journal vouchers) accurately in the accounting software (e.g., Tally / Zoho Books / equivalent ERP).
- Maintain vendor and customer ledgers; perform periodic reconciliation of accounts payable and accounts receivable.
- Process vendor payments and employee reimbursements/advances as per approved authorisation matrices.
- Perform bank reconciliations on a regular basis and resolve discrepancies promptly.
- Maintain petty cash records for the unit with proper supporting vouchers.
- Support month-end and year-end closing activities, including provisioning entries and schedules, under guidance from the central finance team.
5. Inventory Management (Accounting & System Set-up)
- Maintain accurate stock records (raw material, packing material, finished goods, consumables) in the accounting/inventory system.
- Reconcile physical stock with book stock periodically and support root-cause analysis of variances.
- Account for stock inward (GRN-based), stock outward (dispatch-based), and inter-unit stock transfers with correct documentation and valuation.
- Support the plant team in maintaining minimum stock levels, ageing analysis, and identification of slow-moving / obsolete stock.
- Ensure stock valuation is consistent with the company's accounting policy (e.g., FIFO/weighted average) for MIS and audit purposes.
- Conduct physical stock audit and valuation of the Varanasi unit's inventory, reconciling with book records and documenting variances.
- Assign and maintain a unique SKU code for every inventory item (raw material, packing material, consumables, finished goods) as part of a standardized coding structure.
- Set up barcode or QR code labelling for inventory items where practical, to enable faster and more accurate stock movement tracking.
- Design and roll out standardized formats for GRN (Goods Receipt Note), Material Issue Slip, and Stock Transfer forms, and ensure consistent usage at the unit.
- Build and maintain an Excel- or ERP-based inventory tracker, structured so it can later migrate to an ERP platform such as ERP Next or Odoo.
- Train the workshop supervisor / plant team to independently maintain the inventory system, forms, and tracker on an ongoing basis.
- Prepare and hand over SOPs and a recurring audit checklist so the inventory process continues to run correctly after initial set-up.
6. Inventory Deliverables
- Master Inventory Register – SKU-coded list of all items with category, unit of measure, and location.
- Stock Valuation – item-wise quantity and value as per the company's valuation policy.
- List of Missing Materials – items recorded in books but not found during physical verification, with follow-up notes.
- Dead Stock List – items with no movement over a defined period, flagged for management decision.
- Slow-Moving Inventory List – items with low turnover, flagged for review/liquidation.
- Vendor Master – standardized vendor database (name, GSTIN, contact, payment terms, category).
- Purchase Master – consolidated record of purchase orders/items linked to vendors and SKUs.
- Pending Payment Tracker – vendor-wise outstanding payments with due dates and ageing.
- Invoice Filing System – organized physical/digital filing of purchase and sales invoices for easy retrieval and audit.
- SOP Document – documented process for inventory receipt, issue, transfer, coding, and labelling.
- Daily Inventory Process – defined day-to-day routine for recording stock movement.
- Weekly Audit Checklist – recurring checklist to verify stock accuracy and process adherence on a weekly basis.
7. Reporting, Audit & Coordination
- Prepare periodic MIS reports on billing, GST/TDS compliance status, and inventory position for the unit.
- Support statutory, tax, and internal audits by providing timely data, reconciliations and clarifications.
- Liaise with the central Finance/CFO office, statutory auditor, and compliance consultants on unit-level accounting and tax matters.
- Ensure proper filing and safe custody of accounting, tax, and inventory records/documents at the unit.
- Escalate compliance risks or process gaps proactively rather than resolving them silently.
Required Qualifications & Experience
- B.Com / M.Com; CA ( Inter) will be an added advantage.
- 2–5 years of relevant experience in accounts, GST compliance, TDS, and inventory accounting, preferably in a manufacturing, plant, or FMCG set-up.
- Working knowledge of GST law (invoicing, e-way bill rules, ITC, returns) and TDS provisions under the Income Tax Act.
- Hands-on experience with accounting software such as Tally ERP/Prime, Zoho Books, or similar; working knowledge of the GST/e-way bill portals.
- Proficiency in MS Excel (VLOOKUP, pivot tables, reconciliation templates) for building and maintaining an inventory tracker.
- Exposure to inventory/stock management practices – SKU coding, barcode/QR systems, GRN-based stock accounting; prior exposure to ERP Next, Odoo, or similar ERP is an advantage.
Key Skills & Competencies
- Strong attention to detail and accuracy in billing, tax computation, and documentation.
- Sound understanding of basic accounting principles and double-entry book-keeping.
- Ability to work independently at a unit location with periodic remote guidance from the central finance team.
- Good coordination and communication skills to work with plant/dispatch teams, vendors, and consultants.
- Discipline in meeting statutory due dates (GST, TDS, e-way bill validity) and maintaining audit-ready records.
- Integrity and confidentiality in handling financial and inventory data.
- Willingness to work from the Varanasi unit and coordinate with plant operations on a day-to-day basis.
Pay: From ₹20,000.00 per month
Work Location: In person
