admin incharge

Job Profile: Account cum Office Incharge Location: Belur Industrial Estate (Belur Industrial Area / Dharwad) Reporting to: Managing Director  Role Type: Full-time, in-house, managerial / supervisory role Objective / Purpose of Role The Account cum Office Incharge acts as the bridge between the accounting/finance side and day-to-day office administration. This person ensures that the office runs smoothly (supplies, documentation, staff support) and that accounts, payments, receivables, records, compliance, etc. are properly maintained. They often have oversight of juniors or assistants in both accounting and office admin. Key Responsibilities & Duties Below is a comprehensive list (you may choose to adapt / scale depending on company size): A. Accounting & Finance Duties Bookkeeping & Ledger Maintenance Maintain the general ledger, subledgers (accounts receivable, accounts payable, inventory, fixed assets) Record daily financial transactions (sales, purchases, cash, bank entries, journal entries) Post vouchers, invoices, receipts, payments, debit/credit notes Invoicing / Billing / Receivables Generate customer invoices in a timely manner Monitor outstanding receivables; follow up with customers for payments Reconcile accounts receivable aging statements Payments / Payables / Vendor Management Process vendor bills/invoices, verify the correctness (PO, delivery, tax) Prepare payment runs (cheques, electronic transfers) Manage vendor relationships, maintain vendors’ master data Reconcile vendor statements Banking & Cash Management Reconcile bank statements (monthly, or more frequently) Manage petty cash, prepare cash advance reconciliations Prepare bank deposits, coordinate with bank operations Maintain cash flow projections, supervise daily cash balances Payroll, Employee Reimbursements & Expenses Calculate payroll, overtime, deductions, benefits (as per company policy) Process employee reimbursements, travel expenses, claims Ensure statutory compliances (PF, ESI, TDS, other labor & tax laws) Financial Reporting & Analysis Prepare periodic (monthly/quarterly/annual) financial statements: Profit & Loss, Balance Sheet, Cash Flow Prepare variance analysis, budgeting vs actuals, cost center reports Assist management in financial planning, forecasts, projections Compliance, Audit & Taxation Ensure all statutory compliances are met: GST, TDS, filing returns, corporate tax, audit support Liaise with external auditors, prepare audit schedules, supporting documents Ensure internal controls are adhered to (approval flows, segregation of duties, documentation) Fixed Assets & Inventory Accounting Maintain fixed assets register, depreciation schedules Coordinate with operations for physical verification of assets Oversee inventory accounting, valuation, reconciliations B. Office / Administrative Duties Office Management & Infrastructure Ensure the smooth running of the office infrastructure: electricity, water, cleaning, security, maintenance Arrange for office supplies, stationery, consumables, and maintain stock Maintain office equipment (computers, printers, etc.) and coordinate repairs Documentation, Filing & Record Keeping Maintain all office records, statutory documents, agreements, contracts, licenses, registrations Manage inward/outward correspondence, mails, courier, documentation Maintain employee records, attendance, leave records Front Office / Reception Duties Supervise front-desk / reception activities (if any): receiving visitors, telephone calls, gate passes Ensure visitor logs, gate security, office protocols Coordination & Support Coordinate with other departments (procurement, operations, sales) to support their administrative needs Organize meetings, travel bookings, accommodation, logistics for staff or guests Support in arranging company events, trainings, internal meetings Supervision & Team Management Supervise junior assistants / clerks in accounts / office tasks Allocate work, monitor progress, train staff Evaluate performance and ensure quality of work Miscellaneous Tasks Assist management in preparing presentations, data for meetings Undertake special projects as assigned (process improvement, internal audits, system implementation) Implement and monitor office policies, procedures, SOPs Key Interfaces / Stakeholders Internal: Managing Director / Finance Head / Plant Manager / Department Heads / Shop floor / Sales / Purchase / HR External: Vendors, Customers, Bankers, Auditors, Government Authorities (tax, regulatory)