Job Description – Admin & Accounts Executive

Position: Admin & Accounts Executive
Department: Administration & Accounts
Employment Type: Full-time
Location: Office / Manufacturing Unit
Reporting To: Management / Proprietor

Role Objective

To handle day-to-day office administration, basic accounting, inventory records, HR coordination, documentation and general operational support to ensure smooth functioning of the organisation.

The candidate should be organised, responsible, comfortable handling multiple administrative activities and capable of maintaining accurate records.

Key Responsibilities1. Basic Accounting & Billing

- Maintain day-to-day purchase and sales records.
- Prepare invoices, quotations and basic billing documents.
- Record receipts and payments.
- Maintain petty cash records.
- Record expenses and supporting vouchers.
- Maintain vendor and customer ledgers.
- Assist in bank reconciliation and payment tracking.
- Follow up customer/dealer outstanding payments when instructed.
- Maintain purchase bills and expense documents.
- Coordinate with CA/accountant for GST, TDS and other statutory requirements.
- Maintain accounting records using Tally/accounting software and Excel.

2. Inventory & Stock Records

- Maintain records of incoming and outgoing materials.
- Record raw materials, packing materials and finished goods.
- Maintain stock registers.
- Prepare Goods Receipt / inward records.
- Maintain dispatch and outward records.
- Coordinate stock verification.
- Monitor minimum stock levels and report shortages.
- Reconcile physical stock with records periodically.
- Maintain records of damaged, returned or rejected materials.
- Coordinate with purchase, production and sales teams for inventory information.

3. HR & Recruitment Coordination

- Call prospective candidates for vacancies.
- Schedule interviews.
- Maintain candidate and recruitment records.
- Coordinate joining formalities.
- Maintain employee personal files.
- Maintain attendance and leave records.
- Maintain employee documents such as Aadhaar, PAN, bank details, educational documents, etc.
- Assist in preparation of appointment letters and other HR documentation.
- Maintain salary/payroll inputs such as attendance, leave and deductions.




- Coordinate employee communication as instructed by management.

4. Administration & Office Management

- Handle routine office administration.
- Maintain files, registers and company records.
- Manage incoming and outgoing correspondence.
- Coordinate courier and dispatch activities.
- Maintain office stationery and consumables.
- Coordinate with vendors and service providers.
- Maintain records of quotations, purchase orders and bills.
- Handle routine telephone calls and enquiries.
- Assist management with administrative follow-ups.
- Maintain important document expiry/renewal reminders.

5. Purchase & Vendor Coordination

- Obtain quotations from suppliers when required.
- Prepare comparative statements.
- Follow up purchase orders.
- Coordinate delivery of materials.
- Maintain supplier database.
- Verify basic purchase documents against material received.
- Coordinate payment documentation with accounts/management.

6. Documentation & Record Keeping

Maintain organised physical and digital records for:

- Purchases
- Sales
- Inventory
- Vendors
- Customers
- Employees
- Attendance
- Payments
- Expenses
- Company licences
- Agreements
- Machinery/equipment records
- Statutory documents
- Administrative correspondence

Ensure documents can be easily retrieved whenever required for management, accounting, banking or inspection purposes.

7. MIS & Management Support

Prepare basic daily/weekly/monthly reports including:

- Sales and billing summary
- Purchase summary
- Outstanding payments
- Expense statement
- Stock position
- Attendance
- Recruitment status
- Pending administrative activities

Provide other administrative and operational assistance as required by management.

Qualification

Preferred: B.Com / M.Com / BBA / MBA / equivalent graduate qualification.

Candidates from other educational backgrounds may be considered if they have suitable administrative and accounting experience.

Experience

Preferred:



1–3 years in administration/accounts/back-office operations.

Fresh graduates with good computer knowledge, accounting basics and strong organisational skills may also be considered.

Required Skills

Candidate should have:

- Basic accounting knowledge
- Working knowledge of Tally / Tally Prime
- Good knowledge of MS Excel
- MS Word and email skills
- Basic inventory-management knowledge
- Good documentation and filing skills
- Basic HR/recruitment coordination ability
- Positive telephone communication
- Marathi and Hindi communication skills
- Basic written English
- Ability to independently follow up assigned work
- Attention to detail and accuracy
- Ability to handle confidential company information responsibly

Preferred Candidate Profile

We are looking for a person who is:

- Organised and systematic
- Responsible and dependable
- Comfortable handling multiple responsibilities
- Good at maintaining records
- Willing to learn new processes
- Comfortable coordinating with employees, vendors and customers
- Capable of working in a small and growing organisation where responsibilities may extend across different administrative functions

Suggested Compensation

₹15,000–₹18,000 per month, depending on qualification, Tally/accounting knowledge and previous experience.

Salary may be reviewed based on performance and expansion of responsibilities.

Performance Evaluation

Performance will primarily be assessed on:

- Accuracy of accounting records
- Inventory record accuracy
- Timely documentation
- Attendance and HR record maintenance
- Completion of assigned administrative tasks
- Vendor/customer follow-up
- Filing and document organisation
- Reporting discipline
- Ability to independently manage routine office activities
- Accuracy and reliability of information provided to management

Working Principle

The Admin & Accounts Executive will serve as a central coordination point for routine office activities and is expected to ensure that records are accurate, documents are organised, follow-ups are completed on time and management receives required information promptly.

Pay: ₹15,000.00 - ₹18,000.00 per month

Benefits:

- Cell phone reimbursement
- Health insurance

Work Location: In person

📌 Admin & Accounts Executive (India)
🏢 Shriram Industries Taswade MIDC
📍 India