Job
Description
Accountant & Admin Job Responsibilities:
1. **Database Management**:
- Maintain an organized database of client records.
2. **Invoice and E-way Bills**:
- Create sales invoices, e-invoices, and e-way bills.
3. **Bank Reconciliation**:
- Prepare monthly bank reconciliation statements.
- Reconcile daily bank statements and ledgers for debtors and creditors.
4. **GST Compliance**:
- Reconcile accounts and file GST returns (GSTR-1, GSTR-3B, GSTR-9).
- Reconcile GSTR 2B and follow up with clients.
- Update Letter of Undertaking (LUT) on the GST Portal.
5. **Tax Deducted at Source (TDS)**:
- Manage TDS credits in accordance with Form 26AS.
- File monthly TDS returns and Professional Tax filings.
6. **Accounting Software Proficiency**:
- Use accounting software like Web GST Software, Tally ERP9, Tally Prime, and Express GST.
- Perform data entry in Tally ERP and Tally Prime.
7. **Client Communication**:
- Communicate with clients via in-person meetings, telephone, and email.
- Handle incoming calls and inquiries, greet and assist visitors.
8. **Day-to-Day Accounting**:
- Handle daily accounting tasks and understand balance sheets.
- Manage net banking, daily transactions, voucher entries, cheque preparation, employee salary calculation, and RTGS/NEFT transfers.
- Generate export and local invoices with e-way bills.
9. **MCA Site Procedures**:
- Familiarity with MCA Site procedures, including filling DPT-3 Form, DIR-3 KYC, AOC-4 Form, etc.
10. **Accounts Payable and Receivable**:
- Check supplier GST return status and handle accounts receivable/payable.
- Follow up on payments with clients.
- Manage purchase and sales orders, and petty cash.
11. **Contract Management**:
- Make contracts with clients and vendors via email and calls.
- Coordinate with vendors regarding bills and negotiations.
12. **Banking Operations**:
- Visit banks for account opening, cheque deposits, form submissions, cheque book requests, and debit card issues.
- Manage daily banking tasks and maintain contact with the bank.
13. **Payroll and Employee Records**:
- Manage employee salary payroll and daily staff attendance records.
14. **Office Administration**:
- Handle mail pickup and delivery.
- Organize and maintain a filing system for correspondence.
- Manage office supply inventory.
15. **Reporting**:
- Provide daily reports to the branch manager.
16. **MSME Working Preparation**:
- Prepare MSME working documents.
Admin Responsibilities:
1. **Tender Management**:
- Handle documentation and follow up for both Indian and international tenders.
- Research and identify new tenders, ensure timely submission, and coordinate with relevant parties.
2. **Exhibitor Database**:
- Create a database of exhibitors from the internet.
- Send emails, make calls, and follow up with exhibitors.
3. **Employee Onboarding and Exit**:
- Prepare and send offer letters to new employees.
- Complete formalities for employees who resign or are terminated.
4. **General Office Duties**:
- Answer and direct phone calls.
- Organize and schedule appointments and meetings.
- Maintain contact lists for suppliers, vendors, and clients.
- Produce and distribute correspondence, memos, letters, and forms.
- Order office supplies and manage inventory.
- Book travel arrangements for staff and the director.
- Submit and reconcile expense reports for director approval.
- Develop and maintain a filing system.
- Handle multiple projects and activities, contributing to team efforts.
5. **Administrative Support**:
- Perform filing, typing, copying, binding, scanning, etc.
- Organize travel arrangements, book conference calls, rooms, taxis, couriers, and hotels.
- Cover the reception desk as needed.
- Reply to emails, telephone, and face-to-face inquiries.
- Develop and update administrative systems for efficiency.
- Oversee and supervise staff work.
- Photocopy and print documents on behalf of other staff.
- Communicate politely and professionally.
6. **Report Preparation**:
- Prepare regularly scheduled reports, including employee attendance and late marks.
- Maintain detailed records of employee work and presence.
- Prepare travel-related documents (visa, passport) and coordinate to fulfill these requirements.
7. **Confidentiality**:
- Handle sensitive information confidentially, ensuring it is never shared inappropriately.
8. **Meetings and Feedback**:
- Hold weekly meetings with the marketing team to understand their issues and discuss business performance.
- Send gentle warning emails if performance is lacking.
- Take accurate minutes of meetings.
- Ensure all staff follow office rules, providing immediate feedback if necessary.
- Maintain privacy during feedback or discussions by ensuring no other staff members are present.
By fulfilling these responsibilities, an accountant ensures comprehensive financial management and regulatory compliance, while an office admin ensures efficient and smooth operations within the office environment.
