Sr. Executive - Accounts Payable

Job Description: Account Payable Executive

Department: Finance & Accounts
Reporting To: Accounts Manager / Finance Manager

Job Purpose

Manage day-to-day accounts payable activities, ensure timely and accurate processing of vendor invoices, maintain vendor accounts, and ensure

payments are processed within agreed timelines while complying with company policies and statutory requirements.

Key Responsibilities

Vendor Invoice Processing

• Receive, verify, and process vendor invoices, bills, and supporting documents.
• Check invoices against purchase orders (POs), work orders, contracts, and goods receipt notes (GRNs), wherever applicable.
• Ensure accuracy of invoice amounts, GST details, vendor information, and other supporting documents.
• Identify and resolve discrepancies in invoices before processing payments.
• Ensure timely booking of expenses and liabilities in the accounting system.

Vendor Reconciliation

• Perform regular vendor ledger reconciliation and resolve outstanding discrepancies.
• Obtain vendor statements and reconcile them with company records.
• Follow up with vendors and internal departments regarding pending invoices, debit notes, credit notes, and payment differences.
• Maintain accurate vendor balances and ageing reports.

Payment Processing

• Prepare vendor payment proposals as per agreed credit terms and company payment schedules.
• Coordinate with the Finance team for payment approvals and timely disbursement.
• Track due dates and ensure payments are processed within approved timelines.
• Maintain payment records and share remittance details with vendors wherever required.

GST and Statutory Compliance

• Verify GSTIN, invoice details, and applicable GST rates.
• Support reconciliation of purchase records with GSTR-2B and follow up on discrepancies affecting input tax credit (ITC).
• Ensure proper documentation and accounting treatment for TDS deductions under applicable provisions.
• Coordinate with the tax and compliance teams for statutory reporting and audit requirements.

Reporting and Documentation

• Maintain vendor master data and ensure supporting documents are available.
• Prepare accounts payable ageing, outstanding liability, and payment status reports.
• Maintain records of invoices, approvals, payment vouchers, and other relevant documents.
• Support internal audits, statutory audits, and financial closing activities.
• Assist in monthly expense provisions and outstanding liability reconciliation.

Internal Coordination

• Coordinate with Procurement, Operations, HR, and other departments for invoice approvals and supporting documents.
• Follow up with internal stakeholders to resolve pending bills and payment-related queries.
• Ensure compliance with company policies, approval matrices, and financial controls.

Educational Qualifications

• Bachelor's degree in Commerce (B.Com) or a related field.
• Additional qualifications in Finance or Accounting will be an advantage.

Experience

• 4 to 7 years of experience in Accounts Payable, Vendor Management, or Finance & Accounts.
• Experience in logistics, transportation, supply chain, or service-based organizations will be preferred.

Technical Skills

• Working knowledge of MS Excel, including VLOOKUP/XLOOKUP, Pivot Tables, and data reconciliation.
• Knowledge of accounting software or ERP systems such as Tally, SAP, Oracle, or similar platforms.
• Understanding of GST, TDS, vendor reconciliation, and invoice processing.
• Good analytical skills and attention to detail.

Behavioural Competencies

• Strong attention to detail and accuracy.
• Good communication and coordination skills.
• Ability to manage multiple invoices and payment deadlines.
• Problem-solving and reconciliation skills.
• Integrity, accountability, and adherence to financial controls.

• Key Performance Indicators (KPIs)
• Timely and accurate processing of vendor invoices.
• Percentage of invoices processed within the defined turnaround time.
• Accuracy and timely completion of vendor reconciliations.
• Reduction in overdue and disputed invoices.
• Timely submission of payment proposals.
• Compliance with GST, TDS, and internal audit requirements.
• Accuracy of accounts payable ageing and month-end closing reports.