Accounts Officer – Reconciliation (Payables & Receivables)

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Role Purpose

Ensure accuracy and completeness of vendor and customer ledgers by carrying out reconciliations, verifying discount claims, managing debtor reporting, and supporting during audits or departmental queries, in line with SOPs and deadlines.

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Behaviour & Workplace Conduct

• Maintain accuracy and timeliness in all reconciliations.

• Communicate clearly and professionally with vendors, customers, and internal teams.

• Ensure confidentiality of financial data.

• Respond to queries promptly and provide clear updates on status of reconciliations.

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Key Responsibilities & Tasks

1. Check official emails and WhatsApp during work hours and respond appropriately and promptly.

2. Vendor Reconciliation

• Complete vendor reconciliations for all specified vendors by month-end + 10 working days.

• Investigate mismatches and resolve by coordinating with vendors and internal teams.

• Highlight major discrepancies to Finance & Accounts Head; take decisions on minor discrepancies and close.

3. Discount Verification

• Verify vendor discounts including cash discounts, target-based discounts, and scheme-based discounts.

• Ensure credit notes are received from brands as per agreed schemes.

• Verify discounts received against discussions with brands monthly.

4. Customer & POS Account Reconciliations

• Verify customer default accounts and POS default accounts monthly.

• Ensure no unexplained balances remain.

5. Debtor Reporting

• Prepare and share Debtors List every month after BRS team has completed reconciliation.

6. Audit & Compliance Support

• Support in providing reconciled vendor/customer data during audits, departmental notices, or queries.

• Maintain reconciled schedules for ready reference.

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Task Checklists

Daily Tasks

• Check and respond to emails/WhatsApp related to reconciliation queries.

• Record vendor/customer follow-up actions.

Weekly Tasks

• Review pending reconciliations and follow up with vendors/branches.

• Verify any large vendor claims or mismatches.

Monthly Tasks

• Complete vendor reconciliations for all specified vendors by month-end + 10 days.

• Verify customer default and POS accounts.

• Share Debtors List after BRS reconciliation.

• Verify brand discounts against monthly discussions.

Quarterly Tasks

• Prepare reconciled vendor/customer schedules for auditors.

• Support in PAN card verification exercise (2 lakh+ entries printouts/spiral binding by team).

Yearly Tasks

• Support statutory audits with reconciled schedules.

• Provide vendor/customer reconciliation data for financial closing.

Reports To: Finance & Accounts Head

Department: Accounts – Head Office

Location: Head Office

Job Type: Full-time

Pay: ₹30,000.00 - ₹50,000.00 per month

Benefits:

• Health insurance
• Provident Fund

Work Location: In person