Administration & Accounts Executive

Administration & Accounts Executive

Interior Designing Studio

Department

Accounts & Administration

Reports To

Sr. Accounts

Employment Type

Full-time

Location

Bandra West

Experience Required

1-3 years in a similar role

Role Overview

The Administration & Accounts Executive serves as the operational backbone of the interior designing studio. This role is responsible for ensuring the smooth day-to-day functioning of the studio managing administrative processes, maintaining financial records, coordinating with vendors and clients, and supporting project teams with timely documentation and procurement support. The ideal candidate is highly organised, detail-oriented, and comfortable working in a creative, fast-paced environment.

Key Responsibilities

1. Studio Administration

• Manage the day-to-day administrative operations of the studio, ensuring all processes run smoothly and efficiently.
• Maintain and organise physical and digital filing systems for project documents, contracts, client correspondence, and vendor agreements.
• Handle incoming calls, emails, and walk-in queries; redirect and respond professionally on behalf of the studio.
• Coordinate scheduling for client meetings, site visits, and internal team reviews; manage the studio calendar.
• Oversee office supplies, equipment upkeep, and housekeeping ensuring the studio environment is well-presented at all times.
• Liaise with building management, utility providers, and service vendors for smooth office operations.
• Draft and manage internal communications, memos, and policy documentation as required.

2. Accounts & Finance Management

• Maintain accurate books of accounts including ledgers, journals, and day books using Tally.
• Prepare and issue client proposals, agreements, invoices, follow up on outstanding payments, and maintain receivables tracker.
• Process vendor invoices, verify against purchase orders, and coordinate timely payments.
• Track project-wise expenses against approved budgets and flag variances to the Studio Director.
• Reconcile bank statements on a weekly/monthly basis and ensure accuracy of cash flow records.
• Assist in preparation of monthly, quarterly, and annual financial reports and profit & loss statements.
• Coordinate with the external chartered accountant for GST filings, TDS returns, and annual tax compliance.
• Maintain petty cash register and ensure all expenses are documented with supporting bills and vouchers.

3. Vendor & Procurement Management

• Maintain and update the approved vendor database including contact details, pricing, and performance notes.
• Raise and track purchase orders for materials, furniture, furnishings, and site requirements as directed by design teams.
• Obtain and compare quotations and BOQ from vendors; present comparative statements for approval.
• Ensure all vendor agreements are documented, signed, and filed before work commencement.

5. HR Administration & Payroll Support

• Maintain employee records including attendance, leave tracker, and personnel files.
• Process monthly payroll inputs and share with the payroll processing partner; ensure timely disbursement.
• Assist in drafting employment letters, NDAs, and freelancer agreements.

6. Statutory Compliance & Documentation

• Ensure timely filing of GST returns (GSTR-1, GSTR-3B) and maintain supporting documentation.
• Track TDS deductions on vendor payments and coordinate with CA for quarterly returns.
• Maintain records of all agreements, licences, and regulatory documents, ensuring renewals are tracked.
• Support annual audit preparation by compiling financial records, vouchers, and statements.

Qualifications & Skills

Educational Qualification

• Bachelor's degree in Commerce (B.Com), Business Administration, or a related field
• Diploma or certification in Accounting / Tally / GST is an advantage

Technical Skills

• Proficiency in Tally ERP 9 / Tally Prime
• Strong working knowledge of MS Office especially Excel (pivot tables, VLOOKUP), Word, and Outlook
• Familiarity with GST, TDS, and basic Indian accounting standards

Soft Skills

• Exceptional organisational and multitasking ability
• High attention to detail and accuracy in financial data
• Strong written and verbal communication skills
• Discretion and confidentiality in handling sensitive business and client information
• Proactive attitude with the ability to work independently and as part of a small studio team
• Adaptability and comfort working in a dynamic, creative environment

Working Conditions

Working Hours

Monday to Friday, 8:30 AM – 05:30 PM, Alternate Saturdays working

Probation Period

3 months

Work Mode

On-site at studio; occasional travel to project sites or vendor locations

Notice Period

30 days (post confirmation)

Pay: ₹15,000.00 - ₹20,000.00 per month

Work Location: In person