JOB DESCRIPTIONAccounts, Purchase, Inventory & Dispatch ExecutiveDepartment

Accounts & Operations

Reporting To

Management / Director

Job Purpose

To manage the company's day-to-day accounting entries, purchase activities, inventory records, material dispatch to customers, and customer payment follow-ups.

The employee is responsible for ensuring that purchases are properly recorded, stock is accurately maintained, customer materials are dispatched on time, and accounts are kept updated without unnecessary delays.

KEY RESPONSIBILITIES1. Accounts & Tally

- Enter all purchase bills, sales invoices, expenses, receipts and payments in Tally on time.
- Complete routine accounting entries within 1 working day of receiving the required documents.
- Maintain accurate customer and supplier ledgers.
- Record all cash and bank transactions properly.
- Maintain proper filing of bills, invoices, vouchers and supporting documents.
- Identify missing bills/documents and follow up for the same.
- Ensure there is no unnecessary accounting backlog.
- Assist the CA/tax consultant with GST and other accounting requirements.
- Prepare reports requested by management.

Key Standard

Accounts must remain updated. Routine entries should not remain pending for more than 1–2 working days without a valid reason.

2. Purchase Management

- Prepare and process purchase requirements based on stock levels and business requirements.
- Coordinate with management regarding purchase requirements.
- Obtain quotations from suppliers when required.
- Place purchase orders only after receiving the required approval.
- Coordinate with suppliers regarding price, quantity, availability and delivery.
- Follow up on pending purchase orders.
- Receive and verify purchase invoices.




- Ensure purchased materials are properly entered into the inventory system/Tally.
- Coordinate with suppliers regarding shortages, damages or incorrect materials.
- Maintain supplier outstanding information.
- Ensure purchase bills are submitted to accounts without delay.

3. Inventory / Stock Management

- Maintain accurate stock records for all company materials.
- Record every material receipt and issue properly.
- Check physical stock against system records periodically.
- Monitor minimum stock levels.
- Inform management when important materials are running low.
- Identify slow-moving, excess, damaged or missing stock.
- Maintain proper documentation for stock movement.
- Ensure materials are not dispatched without proper authorization/documentation.
- Coordinate with the installation/service team regarding material requirements.

Key Standard

Physical stock and system stock should be reasonably matched, and every stock movement must be recorded.

4. Material Dispatch to Customers

- Coordinate customer material dispatch based on approved requirements.
- Prepare dispatch documents/invoices/delivery challans as required.
- Check material quantity and description before dispatch.
- Coordinate with warehouse/installation/service team for packing and dispatch.
- Arrange transport/courier when required.
- Track dispatched materials until delivery.
- Maintain proof of delivery wherever applicable.




- Immediately report shortages, damages, delivery delays or customer complaints.
- Ensure dispatch entries are updated in the system.

Dispatch Responsibility

Before dispatching materials, verify:

Customer → Material → Quantity → Invoice/Delivery Document → Transport → Dispatch Entry

5. Customer Payment & Cash Follow-up

- Maintain an updated customer outstanding statement.
- Follow up regularly with customers for pending payments.
- Contact customers regarding overdue invoices and payment commitments.
- Record promised payment dates.
- Coordinate with the sales team regarding pending collections.
- Escalate significantly delayed payments to management.
- Ensure customer receipts are properly recorded in Tally.
- Prepare regular collection reports.

6. Supplier Payment Follow-up

- Maintain supplier outstanding information.
- Coordinate with management regarding upcoming supplier payments.
- Verify supplier invoices before payment processing.
- Identify overdue supplier payments.
- Coordinate with suppliers regarding payment status.
- Ensure supplier payments are properly recorded in Tally.

7. Daily Reporting

The employee should maintain/update the following:

Daily

- Purchase bills received and entered
- Pending accounting entries
- Material received
- Material dispatched
- Stock movements
- Customer payments received
- Customer payment follow-ups
- Key pending issues

Weekly

- Customer outstanding report
- Supplier outstanding report
- Purchase report
- Stock report
- Dispatch report
- Pending collection report
- Pending purchase/dispatch report

Pay: ₹17,000.00 - ₹20,000.00 per month

Benefits:

- Cell phone reimbursement

Work Location: In person

📌 Accounts & Operations Executive- Solar EPC (Changanācheri)
🏢 DIGINFRA SOLAR
📍 Changanācheri