Accountant

Position: Account Executive

Experience: 4+ Year (Sales Support / Dispatch / Commercial Operations)

Key Responsibilities:

• Prepare job costings using Zoho Creator and coordinate approvals
• Issue Proforma Invoices, Sales Orders, and Final Invoices
• Coordinate with production for job readiness and dispatch scheduling
• Prepare and verify dispatch documents (Invoice, LR, E-Way Bill, Packing List)
• Record sales and receipts in Tally / Zoho Books
• Handle payment follow-ups, outstanding reminders, and balance confirmations
• Manage marine insurance declarations for dispatches
• Prepare Import & Export documents including BOE and Shipping Bill submission to bank
• Maintain proper filing of sales, dispatch, and audit documents

Job Responsibilities

1. Costing & Job Management

• Prepare accurate job costings using

  Zoho Creator

  .
• Ensure costing approvals before issuing sales documents.
• Coordinate with sales and production teams for job confirmation.

2. Sales Documentation & Order Processing

• Prepare and issue

  Proforma Invoices

  for client approval.
• Generate

  Sales Orders

  after confirmation of job costing and receipt of client PO.
• Coordinate approved jobs with production and track readiness for dispatch.

3. Dispatch Operations

• Prepare, generate, and verify dispatch documents including:
• Final Tax Invoice
• Lorry Receipt (LR)
• E-Way Bill
• Packing List (PL)
• Ensure accuracy and compliance before dispatch.
• Share dispatch documents with clients, logistics partners, and internal teams in a timely manner.
• Track dispatch status and coordinate delivery follow-ups.

4. Sales Entry & Audit Filing

• Record sales invoices and receipts in

  Tally / Zoho Books

  .
• Ensure proper posting of GST, ledger entries, and outstanding balances.
• Maintain organized digital and physical filing of invoices, dispatch documents, and records for audits.

5. Marine Insurance Handling

• Maintain marine insurance records for all applicable shipments.
• Ensure timely insurance declarations for each dispatch.
• Verify invoice value, transport mode, and shipment details for insurance compliance.

6. Other Accounting Activities

• Send

  balance payment requests

  to clients.
• Prepare and send

  outstanding payment reminder emails

  .
• Share

  balance confirmation emails

  with clients periodically.
• Coordinate with accounts team for payment follow-ups and closures.

Business Process Knowledge Required

• Complete understanding of the

  order-to-cash cycle

  :
• Inquiry → Proforma Invoice → Sales Order → Production → Dispatch → Invoicing → Payment Follow-up
• Coordination between sales, production, logistics, and accounts teams.
• Awareness of dispatch timelines and production readiness.

Document & Regulatory Knowledge

• GST Rules & Taxation

• GST applicability, HSN codes, tax calculations, and invoice structure.

• E-Way Bill Rules

• Applicability, required details, validity, and portal usage.

• Dispatch Documentation

• Invoice, Packing List, LR, E-Way Bill requirements.

• Marine Insurance Basics

• Insurance declarations and document requirements.

• Basic Accounting Knowledge

• Sales entries, receipt entries, credit/debit notes, and ledger tracking.

System & Tool Knowledge

• Zoho Creator

  – Job costing, forms, and approvals

• Tally / Zoho Books

  – Sales, receipts, ledgers, reports

• GST & E-Way Bill Portals

• Excel / Google Sheets

  – Trackers, formulas, reporting

• Document Filing Systems

  – Digital and physical record management

Ideal Candidate Profile

• Bachelor’s degree in

  Commerce / Business / Accounting

• Minimum 4

  year experience

  in Sales Support, Dispatch, or Commercial Operations
• Familiarity with ERP systems, GST compliance, and documentation workflows
• Strong discipline in documentation and professional communication