Purchase & Accounts Assistant

Company: Eve LabsDepartment: Finance & OperationsLocation: cochin Employment Type: Full-timeReporting To: Finance / Operations Manager

About Eve Labs

Eve Labs is a technology-driven company focused on developing and delivering innovative products and solutions. As a growing organization, we are looking for a detail-oriented and responsible Purchase & Accounts Assistant to support our procurement, vendor coordination, documentation, and day-to-day accounting activities.

Job Summary The Purchase & Accounts Assistant will be responsible for coordinating purchase activities, maintaining purchase and vendor records, supporting invoice processing and payments, and assisting the accounts team with routine accounting and documentation.

The role requires close coordination with suppliers, internal teams, finance, stores/warehouse, and management to ensure that purchases are properly authorized, documented, received, recorded, and reconciled.

Key Responsibilities

1. Purchase & Procurement

- Receive and coordinate purchase requirements from different departments.
- Obtain and compare quotations from suppliers.
- Prepare and process Purchase Requisitions (PRs) and Purchase Orders (POs) as required.
- Coordinate with vendors regarding pricing, availability, delivery schedules, and payment terms.
- Follow up on pending purchase orders and expected deliveries.
- Verify that goods/services received match the purchase order and supplier documents.
- Coordinate with stores/operations teams for receipt and verification of materials.
- Maintain proper records of purchase orders, quotations, delivery challans, and related documents.
- Ensure that purchases are made from approved vendors and in accordance with internal procedures.
- Maintain a vendor database with contact details, GST details, bank details, payment terms, and other relevant information.

1. Purchase Invoice Processing

- Receive and verify supplier invoices.
- Match Purchase Order → Goods/Material Receipt → Purchase Invoice before processing.
- Check invoice quantities, rates, taxes, GST details, discounts, and totals.
- Identify discrepancies between the PO, received quantity, and invoice and coordinate with the concerned team/vendor for resolution.
- Ensure the original supplier invoice is properly attached and maintained against the relevant purchase transaction.




- Coordinate with the accounts team for invoice booking and payment processing.
- Maintain proper documentation for audit and GST purposes.

1. Accounts Support

- Assist in recording purchase invoices and other accounting transactions.
- Assist with vendor ledger reconciliation.
- Track outstanding supplier payments and provide payment status updates.
- Assist in matching payments against the relevant purchase invoices/POs.
- Maintain payment supporting documents and ensure proper transaction references.
- Assist with bank reconciliation and other routine accounting activities.
- Support preparation of expense statements and other financial reports.
- Assist in maintaining proper documentation for statutory, tax, and audit requirements.
- Coordinate with the CA/accounting team when additional documents or clarifications are required.

1. Vendor Management

- Communicate with suppliers regarding quotations, orders, deliveries, invoices, and payments.
- Follow up on overdue deliveries and pending invoices.
- Obtain missing documents from vendors, including GST invoices, delivery challans, bank details, and other required documentation.
- Maintain vendor records and ensure that vendor information is updated.
- Assist in resolving invoice, delivery, and payment-related discrepancies.

1. Inventory & Documentation Support

- Coordinate with the stores/operations team to maintain purchase and material receipt records.
- Ensure materials received are properly documented and linked to the corresponding purchase order.
- Assist in maintaining records of consumables, components, equipment, and other purchased materials.
- Maintain organized digital and physical records of procurement and accounting documents.

Key Controls to Be Followed The candidate is expected to ensure that, wherever applicable: Purchase Requirement → Purchase Order → Goods/Service Receipt → Supplier Invoice → Invoice Verification → Payment → Reconciliation

All supporting documents should be properly maintained and traceable.

Required Skills & Qualifications





- Bachelor’s degree or diploma in Commerce, Accounting, Finance, Business Administration, or a related field.
- 1–3 years of experience in purchase, procurement, accounts, finance, or a similar role.
- Basic understanding of accounting principles and purchase processes.
- Basic knowledge of GST and Indian purchase invoices.
- Good working knowledge of MS Excel / Google Sheets.
- Familiarity with accounting or ERP software is preferred.
- Good numerical and analytical skills.
- Strong attention to detail.
- Good communication and vendor coordination skills.
- Ability to maintain accurate records and documentation.
- Ability to manage multiple purchase and accounting activities simultaneously.

Preferred Experience Experience in any of the following will be an advantage:
- Purchase order and invoice processing.
- Vendor management.
- ERP/accounting software such as Tally, Zoho Books, Odoo, or similar systems.
- GST invoice verification.
- Three-way matching of PO, receipt, and invoice.
- Inventory and material receipt documentation.
- Accounts payable and vendor reconciliation.
- Working in a startup, manufacturing, electronics, technology, or project-based organization.

Key Performance Indicators (KPIs)
- Accuracy and completeness of purchase documentation.
- Timely processing of purchase invoices.
- Timely follow-up on pending POs and deliveries.
- Accuracy of vendor records and reconciliations.
- Reduction of invoice/PO discrepancies.
- Proper matching of invoices with POs and receipts.
- Timely availability of documents for accounting, GST, and audits.
- Proper tracking of outstanding vendor payments.

Personal Attributes We are looking for someone who is:
- Detail-oriented and organized
- Responsible and dependable
- Comfortable following up with vendors
- Good at maintaining documentation
- Numerically accurate
- Proactive in identifying discrepancies
- Comfortable working in a quick-paced startup environment
- Willing to take ownership of tasks from beginning to completion

Role Growth The position offers an opportunity to grow into a broader Procurement & Accounts Executive / Finance & Operations role as Eve Labs expands, with increasing responsibility for vendor management, procurement processes, accounts payable, inventory coordination, and financial operations. Pay: ₹12,000.00 - ₹15,000.00 per month

Work Location: In person

📌 Accounts and Purchase Assistant (Kochi)
🏢 Evelabs Technologies
📍 Kochi