Accounts Payable (AP) Executive

Location:

Employment Type:

About Us

We are a leading player in the Tea and IT Industry in US and UK with a legacy of excellence spanning decades; our India HQ, based in Kolkata has a team of 75 people and provides support services to all the companies in the group by taking care of the whole IT, accounting, banking, supply chain, audit and treasury functions of the group. We are committed to maintaining the highest standards of financial integrity and transparency.

Who

Accounts Payable (AP) Executive

Key Responsibilities:

1. Vendor Management:

• Manage the

  vendor creation

  process by ensuring all required details and documentation are collected and verified accurately.
• Maintain vendor master data in the ERP system with proper classification and compliance checks.
• Coordinate with internal departments and vendors for the resolution of discrepancies.

2. Purchase Order (PO) Processing:

• Create and process

  Purchase Orders (POs)

  for:
• Services
• Raw Materials (RM) / Packing Materials (PM)
• Consumables and Fixed Assets (FA) for

  direct postings

  .
• Accurate application of tax, freight, and other costs for

  inventory loading

  .
• Prepare POs for

  transport contracts

  , including

  combined POs

  for transport bill payments.

3. Import & Export Handling:

• Manage

  import-related POs

  with proper loading of

  duties, taxes, and port charges

  .
• Maintain an

  Import Register

  with detailed tracking of import transactions.
• Understand and apply the

  forex impact

  on imported goods and financial postings.
• Verify and process essential import documents such as:

• Airway Bill (AWB)

• Shipping Bill

• Bill of Entry (BOE)

• Other customs-related documents.
• Accurate understanding and application of shipping terms like

  FOB, CIF, CFR, Door Delivery

  , etc.

4. Customs & Compliance:

• Knowledge of

  customs formalities

  and compliance requirements for import/export activities.
• Ensure proper documentation and compliance for all inward and outward movement of goods.
• Review and verify documents like

  Challan, Invoice, Pro forma Invoice, Commercial Invoice

  , etc.

5. Goods Receipt & Invoice Reconciliation (GR/IR):

• Perform

  GR/IR processes

  for accurate matching of goods received, invoices, and purchase orders.
• Resolve discrepancies on time by coordinating with vendors, stores, and logistics teams.

6. Taxation & Cost Loading:

• Ensure proper

  loading of taxes, freight, and other purchase costs

  into inventory valuations.
• Verify compliance with applicable tax regulations during AP processing.
• Support in month-end and year-end financial closures related to AP activities.

Qualifications & Skills:

• Education:

  B. Com graduate (Accounts, Commerce, or related discipline preferred).

• Experience:

  3-5 years of hands-on experience in

  Accounts Payable (AP)

  and

  logistics

  within an ERP environment.

• Technical Skills:

• Proficiency in ERP systems (e.g., SAP, Oracle, Tally ERP, etc.).
• Strong understanding of PO creation, GR/IR, and inventory cost loading.
• Knowledge of customs formalities and import/export documentation.
• Good working knowledge of MS Excel and reporting tools.

• Knowledge Areas:

• Material codes and material types.
• Tax and freight application for purchase orders.
• Import procedures, forex impact, and port charges.
• Shipping terms and related documentation.
• Fixed asset PO creation and capitalization.

• Soft Skills:

• Attention to detail with strong analytical skills.
• Excellent English communication and coordination abilities.
• Problem-solving and process improvement mindset.
• Ability to work under pressure and meet strict deadlines.
• Comfortable to work with US & UK shifts

Key Performance Indicators (KPIs):

• Accuracy and timeliness of vendor creation and PO processing.
• Smooth and error-free GR/IR matching and reconciliation.
• Timely clearance of vendor payments.
• Accuracy of import documentation and customs compliance.
• Minimal discrepancies in AP and logistics reports.