Finance and HR

Department: Human Resources & Finance
Company: QMSmart Technologies Pvt. Ltd.
Reports To: Management / CEO

Job Summary

Responsible for managing day-to-day accounting activities using Zoho Books, HR operations, employee lifecycle management, and administrative functions. The role ensures accurate financial records, timely statutory compliance, efficient HR processes, and smooth office operations in coordination with management and other departments.

Key Responsibilities1. Accounts & Finance Operations

• Manage day-to-day accounting transactions and maintain accurate financial records using Zoho Books.
• Prepare and issue customer invoices, proforma invoices, quotations, and payment links.
• Monitor accounts receivable, follow up on outstanding payments, and maintain customer payment records.
• Process vendor payments and manage accounts payable.
• Record bank transactions, reconcile bank statements, and verify payment receipts.
• Track expenses, reimbursements, advances, and other financial transactions.
• Assist with GST, TDS, and other statutory payment and compliance requirements.
• Coordinate with external accountants and auditors for financial reporting, audits, and documentation.
• Monitor customer contracts, subscription billing, renewals, and payment schedules.
• Prepare periodic financial reports, including receivables, payables, expenses, and profit and loss statements.
• Maintain proper documentation of invoices, receipts, payment confirmations, and other financial records.
• Coordinate international payments, foreign currency transactions, and related supporting documents.

2. HR Operations

• Manage the complete employee lifecycle, including recruitment coordination, onboarding, employee records, and exit formalities.
• Coordinate recruitment activities through job portals, professional networks, and candidate referrals.
• Schedule interviews, communicate with candidates, and coordinate with hiring managers.
• Prepare and issue offer letters, appointment letters, internship letters, confirmation letters, experience certificates, relieving letters, and other HR documents.
• Maintain employee attendance, leave records, employee information, and HR trackers.
• Coordinate payroll inputs, salary processing, payslips, salary revisions, advances, and employee reimbursements.
• Support employee performance management, KPI tracking, probation reviews, confirmations, and training coordination.
• Manage employee documentation, including identity proofs, educational certificates, bank details, NDAs, and asset acknowledgement forms.
• Maintain HR policies, employee handbooks, leave policies, and other internal HR documentation.
• Coordinate statutory HR compliance and employee benefits in consultation with management and external service providers.
• Handle employee queries and facilitate effective communication between employees and management.
• Conduct joining and exit formalities, including asset allocation, asset recovery, and knowledge-transfer coordination.

3. Administration & Operations

• Manage office administration, vendor coordination, office supplies, and asset records.
• Coordinate IT assets, employee laptops, software subscriptions, and access-related requests.
• Maintain contracts, agreements, renewals, and other operational documentation.
• Coordinate with banks, government departments, vendors, auditors, and external service providers.
• Support statutory registrations, business documentation, and office-related compliance requirements.
• Assist management with operational reporting, internal coordination, and process improvements.

4. Compliance & Documentation

• Maintain organised and audit-ready financial, HR, and administrative records.
• Support statutory and regulatory compliance requirements relevant to finance, HR, and business operations.
• Coordinate ISO certification documentation, internal records, and audit requirements.
• Ensure confidentiality and appropriate handling of employee, financial, and company information.
• Track compliance deadlines, document renewals, and pending action items.

Required Skills

• Practical knowledge of Zoho Books and accounting operations.
• Understanding of accounts payable, accounts receivable, bank reconciliation, invoicing, and financial reporting.
• Knowledge of HR operations, recruitment coordination, payroll inputs, and employee lifecycle management.
• Familiarity with GST, TDS, statutory compliance, and audit documentation.
• Strong organisational, communication, coordination, and follow-up skills.
• Proficiency in Microsoft Excel, Microsoft Office, and cloud-based business applications.
• Ability to manage multiple responsibilities independently and coordinate with senior management.

Key Competencies

• Financial accuracy and attention to detail.
• Confidentiality and integrity.
• Time management and prioritisation.
• Problem-solving and process improvement.
• Cross-functional coordination and ownership.
• Ability to work independently in a growing organisation.

Pay: ₹30,000.00 - ₹40,000.00 per month

Application Question(s):

• do you have experience in Zoho books and statutory filing?
• Do you have experience in HR and operations?

Education:

• Bachelor's (Required)

Work Location: On the road