Assistant Manager - Finance and Accounting

Job Description - Accounts Executive / Accountant (Finance & Accounts)

Position: Accounts Executive / Accountant

Department: Finance & Accounts

Location: As per Company Requirement

Reporting To: Manager - Finance / MD - Finance

Immediate Joiners will be given high priority

Male Candidates preferred

About the Role

The Accounts Executive will be responsible for managing day-to-day accounting operations, vendor and customer transactions, statutory compliances, banking activities, inventory accounting, project accounting, audit support, and financial record management. The role requires ensuring accuracy, compliance, and timely execution of all finance and accounting activities across the organisation.

Scope of Responsibility

The responsibilities outlined in this role shall be applicable to Spruce Engineering Private Limited, Spruce Engineering Company, Adhyantha Engineering Private Limited, and any other entities incorporated or managed by the management from time to time.

Key Roles & Responsibilities

1. Vendor Invoice Processing

• Verify vendor invoices against Purchase Orders (PO), Goods Receipt Notes (GRN), Service Completion Certificates, and supporting documents.
• Ensure all invoices are supported by approved documentation and customer acknowledgement, wherever applicable.
• Validate GSTIN, HSN/SAC codes, GST rates, invoice details, payment terms, and vendor information.
• Verify TDS applicability and ensure the correct TDS section is applied.
• Identify and maintain vendor MSME classifications.
• Process and account vendor invoices in Tally after obtaining necessary approvals.
• Ensure proper ledger allocation, cost centre mapping, inventory accounting, and expense classification.
• Maintain systematic filing of invoices and related documents in both physical and digital formats.

2. Vendor Payment Management

• Review due invoices submitted by project teams for payment processing.
• Prepare and upload payment files through banking portals as per company procedures.
• Submit payment proposals for management approval.
• Record payment transactions in Tally immediately upon successful payment.
• Maintain payment records and supporting documentation.

3. Vendor Advance Management

• Process vendor advances only against approved advance requests.
• Verify contractual or PO provisions authorising advance payments.
• Prepare advance payment vouchers and banking upload files.
• Reconcile and adjust vendor advances against subsequent invoices.
• Maintain an accurate Vendor Advance Register.

4. Vendor Reconciliation

• Obtain vendor balance confirmations periodically.
• Reconcile vendor statements with company books of accounts.
• Follow up for pending confirmations and resolve discrepancies.
• Maintain a Vendor Confirmation Register.

5. Customer Billing & Revenue Accounting

• Verify project cost sheets, delivery challans, and work completion certificates.
• Generate sales invoices in Tally.
• Generate E-Way Bills wherever applicable.
• Maintain the Sales Invoice Register.
• Collect and maintain Proof of Delivery (POD), Work Completion Certificates (WCC), and customer acknowledgements.

6. Customer Receipts & Collections

• Monitor customer collections and highlight outstanding dues.
• Download and review bank statements regularly.
• Identify customer receipts and account them accurately.
• Generate customer outstanding reports.
• Coordinate with project and marketing teams regarding unidentified receipts and delayed collections.

7. Banking Operations

• Prepare and coordinate Demand Draft (DD) applications.
• Liaise with banks for DD issuance, bank guarantees, deposits, withdrawals, EMI payments, and routine banking activities.
• Support preparation of Bank Reconciliation Statements (BRS).
• Maintain banking and DD registers.

8. GST Compliance

• Prepare monthly GST workings including GSTR-1 and GSTR-3B.
• Perform GSTR-2B reconciliation and verify Input Tax Credit eligibility.
• Prepare reconciliation reports for management review.
• Support GST assessments, audits, and departmental notices.

9. TDS Compliance

• Prepare monthly TDS deduction reports.
• Ensure timely TDS payment and challan preparation.
• Verify applicability of TDS provisions.
• Reconcile TDS deductions with accounting records.
• Support quarterly return preparation and Form 16A generation.

10. MSME Compliance

• Maintain MSME Vendor Register.
• Monitor MSME payment due dates and statutory timelines.
• Report overdue MSME payments to management.
• Support MSME compliance reporting and disclosures.

11. Inventory & Project Accounting

• Account inventory purchases through item-based invoicing.
• Record project-specific costs to appropriate Work-in-Progress (WIP) ledgers.
• Maintain project-wise cost allocations and cost centre accounting.
• Assist in reconciliation of project cost sheets.
• Support Cost of Goods Sold (COGS) accounting and reporting.

12. Accounting Records & Bookkeeping

• Ensure timely posting of accounting entries.
• Maintain proper narrations and supporting references.
• Manage accounting records and ledgers in Tally.
• Maintain organised physical and electronic documentation.
• Ensure all vouchers are supported by relevant approvals.

13. Insurance Management

• Maintain a comprehensive Insurance Register.
• Track policy expiry dates and renewal schedules.
• Coordinate policy renewals and insurance claims.
• Record insurance premiums and amortisation entries.
• Maintain complete documentation for claims and policies.

14. Petty Cash Management

• Manage petty cash under the approved imprest system.
• Process petty cash disbursements against authorised requests.
• Verify supporting bills and invoices.
• Account petty cash expenses in Tally with relevant ledger and project codes.
• Maintain Petty Cash Register, Employee Advance Register, and Replenishment Register.
• Perform regular reconciliation of physical cash balances.

15. Periodic & Statutory Payments

• Ensure timely payment of recurring liabilities such as:
• EMI payments
• Credit card dues
• Electricity and utility bills
• Statutory dues
• Other periodic financial obligations
• Track due dates as per company SOPs and avoid payment delays.

16. Audit Support

• Prepare audit schedules and financial reports.
• Provide necessary documents during statutory, internal, GST, and tax audits.
• Respond to audit queries and maintain audit records.

Required Skills & Competencies

• Strong knowledge of Accounting Principles and Bookkeeping.
• Hands-on experience in Tally ERP/Tally Prime.
• Knowledge of GST, TDS, MSME, and statutory compliances.
• Understanding of vendor management and payment processing.
• Bank reconciliation and financial reporting skills.
• Inventory and project accounting knowledge.
• Proficiency in Microsoft Excel and financial data analysis.
• Strong attention to detail and accuracy.
• Good communication and coordination skills.

Preferred Qualifications

• B.Com / M.Com / MBA Finance / CA Inter (Preferred).
• 2-5 years of experience in Accounting and Finance Operations.
• Experience in Engineering, Manufacturing, EPC, Construction, or Project-Based Organisations preferred.

Key Performance Indicators (KPIs)

• Timely processing of vendor invoices.
• Accuracy of accounting entries.
• Timely generation of customer invoices and E-Way Bills.
• Timely vendor and customer reconciliations.
• Accuracy in GST and TDS workings.
• Timely accounting of customer receipts.
• Compliance with MSME payment timelines.
• Zero duplicate invoice postings.
• Proper maintenance of accounting records and documentation.
• Timely reconciliation and closure of petty cash accounts.
• Adherence to statutory and internal compliance requirements.