Job
Description
Accounts & Admin Executive – Finance, Compliance & Operational Ownership Location : Sector 63, Gurgaon – 100% In-Office Working Days : Monday to Friday, with 2nd and 4th Saturdays off Working Hours : 10:30 AM – 8:00 PM Experience : 3–6 years in accounting, finance operations, or admin/office management roles in a high-growth setup Function : Finance & Accounts | Vendor & Legal Ops | Office Admin & Compliance Apply : careers@darwix.ai Subject Line : Application – Accounts & Admin Executive – [Your Name] About Darwix AI Darwix AI is a fast-scaling GenAI startup transforming how enterprise sales, credit, and field teams operate across India and MENA. Our products— Transform+ , Sherpa.ai , and Store Intel —power real-time multilingual coaching, call intelligence, and AI-driven decision engines for large revenue teams. We serve major brands such as IndiaMart , Wakefit , Emaar , Sobha , GIVA , and Bank Dofar . Backed by leading investors and built by IIT/IIM/BITS alumni, we are now expanding rapidly across markets. As we scale, we are looking for a highly reliable and independent Accounts & Admin Executive to manage our financial operations, documentation, and daily office workflows. Role Overview As an Accounts & Admin Executive , you will be responsible for owning and managing all finance operations, including accounting, taxation, vendor billing, employee reimbursements, statutory filings, legal document management, payroll coordination, and office administration. You will work closely with founders, our legal and CA firms, investors, and internal teams to ensure smooth business operations. The ideal candidate is organized, dependable, and confident in working independently with a high degree of accuracy. Key ResponsibilitiesFinance & Accounting Maintain day-to-day books of accounts in Tally or Zoho Books with proper ledgers, journals, and vouchers Track revenue, expenses, reimbursements, advances, and ensure monthly reconciliation Manage invoicing workflows for clients (India and international), including GST-compliant invoice formats Follow-up and track receivables and payables with clients and vendors Maintain P&L statements, cash flow summaries, and monthly balance sheet updates Ensure timely GST, TDS, PT , and ROC filings in coordination with external CA partners Assist in budgeting, forecasting, and MIS reporting on a weekly/monthly basis Manage employee salary disbursals, contractor payments, and payroll coordination Maintain expense and vendor payment trackers with cost-center mappings Handle internal audits and prepare supporting documentation for due diligence and investor reviews Contracts & Documentation Draft, store, and maintain all company agreements , NDAs, service contracts, vendor MoUs, and hiring letters Manage documentation trails for onboarding vendors, SaaS tools, partners, and freelancers Liaise with external legal counsel for agreement review and compliance checks Maintain version-controlled folders for all legal, compliance, and investor documents Coordinate SAFE/CCD/shareholding paperwork and maintain cap table support docs Investor & Data Room Management Maintain updated investor data rooms with board meeting summaries, quarterly financials, and compliance documentation Prepare investor-facing financial models, P&L summaries, business projections, and company briefs Support investor diligence processes by collating and organizing tax filings, compliance certs, and statutory records Work with founders to create and update fundraising-related documentation and internal valuation models Vendor & Procurement Coordination Onboard new vendors with KYC collection, bank details, service agreements, and invoice formats Coordinate procurement of office supplies, tech tools, insurance, and subscriptions Ensure timely vendor payments, maintain contact logs, and update vendor rating sheets Track contract renewals, service deliverables, and maintain renewal calendars Office Administration Manage physical and digital filing of all key documentation in Google Drive or Notion Maintain asset and inventory records (laptops, accessories, devices, etc.) Coordinate with facility management for hygiene, maintenance, and daily support operations Assist in onboarding new employees—workspace setup, attendance, HR documentation Support planning and logistics for office events, team offsites, investor meetings, etc. Ensure statutory workplace compliance including labor law notices, leave registers, and audit readiness Required Skills & Qualifications 3–6 years of experience in accounting, finance, or business operations in a startup or SME environment Strong hands-on experience with Tally , Excel/Google Sheets , and bank reconciliation workflows Good understanding of Indian tax systems (GST, TDS, PT), statutory filings, and compliance documentation Prior experience managing company-level documentation including contracts, NDAs, and board notes Exposure to creating and maintaining investor-ready P&L, cash flow models, and projections Ability to liaise confidently with CAs, lawyers, founders, vendors, and cross-functional teams Fluent in English (written & verbal) and comfortable preparing formal documents and summaries High attention to detail, excellent follow-through, and ability to work independently under tight timelines Preferred (Not Mandatory) Experience Familiarity with SAFE, ESOP, and shareholding instruments Experience managing international invoicing , currency conversions, and fund inflows Comfort with tools like Zoho Books, Notion, DocuSign, ClickUp , or Google Drive Prior exposure to VC due diligence, internal audit support, or startup fundraising workflows Understanding of vendor assessment and procurement workflows What Success Looks Like All accounting, documentation, and filing activities are 100% up-to-date and audit-ready Client invoicing and vendor payments are completed within agreed timelines Payroll and tax obligations are processed with zero delays or errors The investor data room is continuously maintained and updated without founder intervention All contracts and legal documents are accurately tracked and retrievable on demand Internal ops teams have a clear view of budgets, expenses, and vendor histories Career Growth Path 6–12 Months : Independently manage accounting and administrative operations 12–18 Months : Grow into Finance & Operations Lead overseeing audits and multi-entity workflows 18–24 Months : Transition into Head – Finance & Admin , Compliance Manager , or Investor Relations Analyst based on performance How to Apply Send your updated CV to careers@darwix.ai with the subject line: Application – Accounts & Admin Executive – [Your Name] Optional: Include a brief note describing: “A finance or admin process you’ve helped improve or automate in your current/previous role.” This is a high-responsibility, high-trust role ideal for professionals who enjoy owning back-office operations and building systems that make a company investor-ready, compliant, and smooth-running. If you're structured, accountable, and ready to be the backbone of a high-growth GenAI startup— we look forward to hearing from you. Show more Show less
