Account Executive

• Preparing sales invoices accurately based on approved purchase orders, delivery notes, or client instructions.
• Verifying pricing, discounts, taxes, and other commercial terms before invoice generation.
• Maintaining proper documentation for every invoice including PO, LR, delivery evidence, email approvals, etc.
• Uploading and recording sales bills in the accounting system.
• Following up with customers for payment realization and resolving billing disputes.
• Preparing customer outstanding reports and ageing analysis for management review.
• Preparing and issuing credit notes or debit notes in case of rate differences, goods returned, or service corrections.
• Maintaining complete record of sales transactions for audit and compliance needs.

2. Purchase & Vendor Accounting

• Receiving, verifying, and entering purchase bills received from contractors, suppliers, and service vendors.
• Checking purchase bills against PO, GRN, delivery challans, service agreements, rate contracts, and tax applicability.
• Ensuring quantity, rate, GST rate, HSN/SAC code, and commercial terms are accurate.
• Recording daily purchase and expense entries in the accounting system.
• Preparing monthly liability statements and submitting reports to management.
• Tracking vendor payments and maintaining vendor ageing reports.
• Preparing and processing debit/credit notes for rate differences, short supply, rejections, or quality issues.
• Coordinating with vendors for reconciliation of accounts and pending invoices.

3. Taxation, Statutory Records & Compliance

• Ensuring correct application of GST, TDS, and other statutory charges on every purchase and sales bill.
• Maintaining proper documentation and register of all tax-related transactions.
• Ensuring monthly/quarterly GST returns are prepared and submitted on time.
• Maintaining HSN/SAC-wise GST summary for audit purposes.
• Tracking TDS liability and ensuring timely payment of TDS challans.
• Preparing TDS returns and ensuring zero mismatches.
• Preparing and maintaining audit-ready records for GST, TDS, financial audit, and internal review.

4. Cash & Banking Operations

• Recording daily cash and bank transactions in the accounting system.
• Preparing and maintaining daily cash book and bank book.
• Ensuring that no discrepancy exists between books and actual payments.
• Tracking cheque payments, NEFT/RTGS transactions, IMPS transfers, and online bank receipts.
• Coordinating with the bank in case of any transaction mismatch or issue.

5. Bank Reconciliation & Ledger Review

• Preparing monthly Bank Reconciliation Statements (BRS).
• Checking for uncleared cheques, auto charges, unauthorized entries, or delayed postings.
• Verifying ledger balances of customers, vendors, contractors, and other accounts.
• Rectifying incorrect entries and ensuring proper financial accuracy.

6. Expense Accounting & Overhead Management

• Recording all general expenses such as transportation, consumables, office expenses, maintenance, manpower, electricity, rent, and other operational overheads.
• Allocating expenses to appropriate cost centers.
• Preparing and submitting monthly summary of overhead expenses to management.
• Tracking expenses against budget and reporting variances.

7. Audit Support & Internal Coordination

• Coordinating with internal and external auditors during audit periods.
• Providing supporting documents such as invoices, purchase orders, agreements, delivery notes, GRNs, return records, reconciliation statements, tax filings, and ledgers.
• Rectifying audit observations within defined timelines.
• Coordinating with the Head Office accounts team, management, suppliers, and clients for financial clarifications and documentation.

8. Reporting & MIS

• Preparing the following regular reports:
• Customer outstanding report
• Vendor outstanding report
• Sales summary
• Purchase summary
• GST input/output summary
• TDS liability report
• Monthly overhead expenditure sheet
• Ageing analysis reports

• Submitting MIS reports to management on time to support decision-making.

9. Communication & Liaison

• Coordinating with client staff for invoice clarifications and payment scheduling.
• Communicating professionally with vendors regarding billing, deductions, short supply, rejections, and account reconciliation.
• Ensuring organizational reputation by maintaining transparent and professional communication.

Required Skills & Competencies

• Strong knowledge of accounting principles and financial record-keeping.
• Good understanding of commercial terms like PO, GRN, taxation, credit/debit notes, freight structure, input credit, etc.
• Excellent working knowledge of GST and TDS rules applicable on goods and services.
• Accuracy in data entry, documentation, and ledger management.
• Good analytical skills with focus on problem solving and accuracy.
• Ability to work independently and handle multiple tasks with deadlines.
• Strong communication and coordination skills.

Software Knowledge (Any of the following)

• Tally ERP9
• Tally Prime
• SAP
• ERP systems
• Any other accounting and financial software