Senior Executive

Role & responsibilities

1. Vendor Bill Accounting & Payment Processing

• Account vendor bills within 24 hours of receipt (target ~10 minutes per bill when documentation is complete and the vendor is already on-boarded), verifying invoice/PO or agreement details, GST number and PAN of the vendor, correct expense head classification, TDS applicability/rate, and payment terms.
• Where a vendor is not yet set up in Zoho, initiate the KYC document request, validate documents received, and route for vendor onboarding before accounting the bill.
• Validate payment terms and due dates against each bill; confirm approvals/agreements are in place; raise base-payment requests to the Treasury team, and for advance payments, ensure correct TDS deduction and apply advances against invoices on receipt.

2. Vendor & Customer KYC / Master Validation

• Validate KYC documentation for new vendor/customer creation (GST certificate, PAN, Aadhaar, KYC form, MSME certificate/confirmation, TDS declaration, cancelled cheque) within 24 hours of receiving the complete document set; issue approvals within 3 hours once complete.
• Perform GST validation (GSTIN status, HSN code, place of registration, number of GSTINs under the PAN, liability percentage, filing status), PAN operative/inoperative status, e-invoice applicability, and bank-account penny-drop verification by uploading all the KYC documents to COP portal.

3. GST Compliance & Reconciliation

• Validate monthly GST filings before releasing GST-related vendor payments (post the 20th of each month): match bill date/number, GST amount vs. filings, place of supply, filing due dates, DN-to-SO closure, e-invoice applicability/attachment, and Aadhaar authentication status; share clearance with the GST team (cycle: 22nd25th of the following month).
• Reconcile GSTR-2A against the books monthly and prepare the common credit analysis, sharing ITC-eligible vs. ineligible classification with the relevant team (due by the 14th of every month).

4. MIS & Month-End Reporting

• Close/update MIS bills, prepaid entries and ineligible entries, and finalize the monthly MIS report (books closed by the 6th; MIS finalized by the 7th8th), including TDS accruals for bills not yet submitted by vendors and passing month-end closing journal entries.
• Prepare and circulate the weekly negative vendor balance report every Monday — classify negative balances, unused advances and round-off values; follow up with SPOCs to close negative balances, apply unused advances against bills, and request round-off entries.
• Prepare and share the periodic Draft Report of vouchers pending for more than 2 days.

5. Journal Entries & Audit Support

• Review approvals/requests and pass journal entries the same day when required.
• Provide ad hoc responses and support for audit-related queries (statutory audit, GST audit, etc.) as and when required.

6. Stakeholder Management

• Respond to internal and external stakeholder queries within 3 hours for standard items and within 24 hours for same-day items.