Accounts Executive

The Accounts Executive will be based at the Varanasi unit and will be responsible for day-to-day billing and invoicing, GST compliance including e-way bill generation, TDS deduction and deposit, routine accounting and book-keeping, and end-to-end inventory management for the unit – including physical stock audit and valuation, SKU coding, barcode/QR labelling, standardized documentation (GRN, Material Issue Slip, Stock Transfer), an Excel/ERP-ready inventory tracker, and training the workshop supervisor to sustain the system independently. The role requires hands-on working knowledge of statutory compliance and inventory processes, and a disciplined, accurate, and timely approach to unit-level finance and inventory operations, working closely with the plant team and reporting into the central Finance function.

Key Responsibilities

1. Billing & Invoicing

• Prepare and issue sales invoices / tax invoices for goods dispatched from the Varanasi unit, ensuring accuracy of rates, quantities, HSN/SAC codes and applicable taxes.
• Raise debit notes / credit notes as required (rate differences, returns, discounts) with proper authorisation and documentation.
• Maintain a billing register and ensure invoice numbering is sequential and compliant with GST invoicing rules.
• Coordinate with the sales/dispatch team to ensure invoices are raised in line with actual dispatch and delivery challans.
• Follow up on billing discrepancies and ensure timely correction and reconciliation with customer accounts.

2. GST Compliance & E-Way Bill

• Generate e-way bills for all applicable outward and inward movement of goods within statutory time limits and threshold values.
• Ensure correct determination of GST applicability (rate, place of supply, RCM where relevant) on sales, purchases and inter-unit stock transfers.
• Maintain GST-compliant records: tax invoices, debit/credit notes, e-way bills, and support documentation for input tax credit (ITC).
• Assist in preparation of data for monthly/quarterly GST returns (GSTR-1, GSTR-3B, GSTR-9 as applicable) for review by the compliance consultant / CFO office.
• Reconcile GSTR-2A/2B with purchase records to support accurate ITC claims and flag mismatches.
• Track e-way bill validity, extensions, and cancellations, and maintain a compliance log for the unit.

3. TDS Deduction & Compliance

• Identify TDS applicability on vendor and contractor payments (e.g., contract payments, rent, professional fees, commission) as per the Income Tax Act.
• Deduct TDS at correct rates at the time of booking/payment and ensure timely deposit within statutory due dates.
• Maintain vendor-wise TDS records and PAN details; issue TDS certificates (Form 16A) in coordination with the consultant.
• Support preparation of data for quarterly TDS returns (Form 24Q/26Q) for filing by the tax consultant.
• Flag any short deduction, non-deduction, or late deposit risks proactively to the reporting manager.

4. General Accounting & Book-keeping

• Record day-to-day accounting entries (purchases, sales, expenses, journal vouchers) accurately in the accounting software (e.g., Tally / Zoho Books / equivalent ERP).
• Maintain vendor and customer ledgers; perform periodic reconciliation of accounts payable and accounts receivable.
• Process vendor payments and employee reimbursements/advances as per approved authorisation matrices.
• Perform bank reconciliations on a regular basis and resolve discrepancies promptly.
• Maintain petty cash records for the unit with proper supporting vouchers.
• Support month-end and year-end closing activities, including provisioning entries and schedules, under guidance from the central finance team.

5. Inventory Management (Accounting & System Set-up)

• Maintain accurate stock records (raw material, packing material, finished goods, consumables) in the accounting/inventory system.
• Reconcile physical stock with book stock periodically and support root-cause analysis of variances.
• Account for stock inward (GRN-based), stock outward (dispatch-based), and inter-unit stock transfers with correct documentation and valuation.
• Support the plant team in maintaining minimum stock levels, ageing analysis, and identification of slow-moving / obsolete stock.
• Ensure stock valuation is consistent with the company's accounting policy (e.g., FIFO/weighted average) for MIS and audit purposes.
• Conduct physical stock audit and valuation of the Varanasi unit's inventory, reconciling with book records and documenting variances.
• Assign and maintain a unique SKU code for every inventory item (raw material, packing material, consumables, finished goods) as part of a standardized coding structure.
• Set up barcode or QR code labelling for inventory items where practical, to enable faster and more accurate stock movement tracking.
• Design and roll out standardized formats for GRN (Goods Receipt Note), Material Issue Slip, and Stock Transfer forms, and ensure consistent usage at the unit.
• Build and maintain an Excel- or ERP-based inventory tracker, structured so it can later migrate to an ERP platform such as ERP Next or Odoo.
• Train the workshop supervisor / plant team to independently maintain the inventory system, forms, and tracker on an ongoing basis.
• Prepare and hand over SOPs and a recurring audit checklist so the inventory process continues to run correctly after initial set-up.

6. Inventory Deliverables

• Master Inventory Register – SKU-coded list of all items with category, unit of measure, and location.
• Stock Valuation – item-wise quantity and value as per the company's valuation policy.
• List of Missing Materials – items recorded in books but not found during physical verification, with follow-up notes.
• Dead Stock List – items with no movement over a defined period, flagged for management decision.
• Slow-Moving Inventory List – items with low turnover, flagged for review/liquidation.
• Vendor Master – standardized vendor database (name, GSTIN, contact, payment terms, category).
• Purchase Master – consolidated record of purchase orders/items linked to vendors and SKUs.
• Pending Payment Tracker – vendor-wise outstanding payments with due dates and ageing.
• Invoice Filing System – organized physical/digital filing of purchase and sales invoices for easy retrieval and audit.
• SOP Document – documented process for inventory receipt, issue, transfer, coding, and labelling.
• Daily Inventory Process – defined day-to-day routine for recording stock movement.
• Weekly Audit Checklist – recurring checklist to verify stock accuracy and process adherence on a weekly basis.

7. Reporting, Audit & Coordination

• Prepare periodic MIS reports on billing, GST/TDS compliance status, and inventory position for the unit.
• Support statutory, tax, and internal audits by providing timely data, reconciliations and clarifications.
• Liaise with the central Finance/CFO office, statutory auditor, and compliance consultants on unit-level accounting and tax matters.
• Ensure proper filing and safe custody of accounting, tax, and inventory records/documents at the unit.
• Escalate compliance risks or process gaps proactively rather than resolving them silently.

Required Qualifications & Experience

• B.Com / M.Com; CA ( Inter) will be an added advantage.
• 2–5 years of relevant experience in accounts, GST compliance, TDS, and inventory accounting, preferably in a manufacturing, plant, or FMCG set-up.
• Working knowledge of GST law (invoicing, e-way bill rules, ITC, returns) and TDS provisions under the Income Tax Act.
• Hands-on experience with accounting software such as Tally ERP/Prime, Zoho Books, or similar; working knowledge of the GST/e-way bill portals.
• Proficiency in MS Excel (VLOOKUP, pivot tables, reconciliation templates) for building and maintaining an inventory tracker.
• Exposure to inventory/stock management practices – SKU coding, barcode/QR systems, GRN-based stock accounting; prior exposure to ERP Next, Odoo, or similar ERP is an advantage.

Key Skills & Competencies

• Strong attention to detail and accuracy in billing, tax computation, and documentation.
• Sound understanding of basic accounting principles and double-entry book-keeping.
• Ability to work independently at a unit location with periodic remote guidance from the central finance team.
• Good coordination and communication skills to work with plant/dispatch teams, vendors, and consultants.
• Discipline in meeting statutory due dates (GST, TDS, e-way bill validity) and maintaining audit-ready records.
• Integrity and confidentiality in handling financial and inventory data.
• Willingness to work from the Varanasi unit and coordinate with plant operations on a day-to-day basis.

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Pay: ₹25,000.00 - ₹30,000.00 per month

Work Location: Hybrid remote in Delhi