ADVENTURE TOUR OPERATORS’ ASSOCIATION OF INDIA

KEY RESPONSIBILITY AREAS (KRA)

Accounts & Administration Executive

Department: Finance & Administration

Coordination With: ATOAI Office Bearers, Executive Committee, CA Firm, Bank, Vendors, Members and Secretariat

Location: Lado Sarai, New Delhi

Role Objective To support the effective functioning of the ATOAI Secretariat through a dual-function role covering Finance & Accounts and Administration. The position will be responsible for maintaining accurate and timely accounting records, supporting statutory and financial processes, while also assisting with the day-to-day administrative functioning of ATOAI, including membership coordination, documentation, events, vendor coordination, records and office administration.

The role is expected to ensure that both financial and administrative responsibilities are systematically managed, properly documented and completed within defined timelines, supporting the overall functioning of the Association.

A. FINANCE & ACCOUNTS RESPONSIBILITIES

1. Accounting & Bookkeeping

- Record day-to-day receipts, payments, expenses, income and other transactions in Tally Prime.
- Maintain accurate ledgers, GST/TDS records, cost heads and supporting documentation.
- Ensure timely recording of bank transactions and expenses.
- Maintain proper filing of bills, invoices, vouchers and payment records.
- Keep accounts updated and ready for review by the designated Office Bearers and CA.
- Identify and follow up on pending, unreconciled or unexplained entries.

2. Bank, FD & Reconciliation

- Conduct regular bank reconciliation for all ATOAI bank accounts.
- Maintain the FD Register, including principal amount, bank, tenure, interest rate, maturity date and renewal status.
- Track bank charges, interest income and other banking transactions.
- Prepare the monthly Bank & FD position for review.
- Flag upcoming FD maturities and other important banking deadlines to the designated Office Bearers.

3. GST, TDS & Statutory Support

- Prepare GST and TDS workings and coordinate with the CA.
- Maintain GST/TDS records, challans and supporting documents.
- Assist in reconciliation of GST records with books and relevant statements.
- Track statutory due dates and ensure information is provided to the CA within the required timelines.
- Maintain a monthly compliance tracker.

4. Receivables, Payments & Member Accounts

- Maintain records of membership fees, sponsorships, event income and other receivables.
- Maintain vendor outstanding statements.
- Prepare payment schedules and supporting documents for approval.
- Coordinate with the Secretariat for follow-up on pending payments and receivables.




- Maintain updated ageing reports for member and vendor outstanding amounts.

5. Financial Reporting & MIS

- Assist in preparing the monthly Finance Dashboard/MIS.
- Provide updated information on income, expenditure, bank balances, receivables, payables and cash flow.
- Highlight discrepancies, pending payments or financial matters requiring attention to the designated Office Bearers.
- Provide financial information and reports to the designated Office Bearers and Secretariat, as required.

B. ATOAI ADMINISTRATION & SECRETARIAT RESPONSIBILITIES Time 1. Event & Programme Administration

- Provide administrative support for ATOAI conventions, seminars, courses, FAM trips, webinars, meetings and other programmes.
- Assist with participant lists, registrations, confirmations, invoices/payment tracking and event documentation.
- Coordinate with vendors, venues, service providers and participants on administrative requirements.
- Maintain event-wise documentation and post-event records.
- Assist with event-related checklists and follow-ups.

2. Vendor & Service Provider Coordination

- Maintain an updated list of ATOAI vendors and service providers.
- Obtain quotations, documents and invoices as directed.
- Coordinate routine follow-ups with vendors for pending work, documents, invoices and payments.
- Maintain vendor-related records and correspondence.
- Escalate delays, discrepancies or unresolved issues to the designated Office Bearers.

3. Office Administration & Records

- Assist in maintaining office supplies, stationery and other routine administrative requirements.
- Maintain records of office-related purchases and requirements.
- Coordinate routine office maintenance and service requirements.
- Ensure important physical documents, agreements, certificates and records are properly filed.
- Maintain a structured digital filing system for Secretariat documents.

4. General Secretariat Support

- Assist the ATOAI Secretariat with time-bound administrative assignments and organisational requirements.
- Provide support during periods of increased workload, particularly around AGM, elections, conventions, membership renewals, seminars and other ATOAI programmes.
- Take ownership of assigned administrative tasks and ensure timely closure.




- Maintain confidentiality of ATOAI’s financial, membership, organisational and internal information.

FIRST 90-DAY SUCCESS MEASURES

First 30 Days

- Understand ATOAI’s accounting systems, Tally Prime, banking processes and existing financial records.
- Understand ATOAI’s membership structure, database, administrative processes and ongoing activities.
- Identify pending accounting and administrative tasks.
- Organise existing financial and administrative records.
- Establish/update key trackers for membership, receivables, vendors and administrative follow-ups.

Within 60 Days

- Accounts and reconciliations brought up to date.
- Membership database and pending application records updated.
- Vendor and member outstanding trackers maintained systematically.
- Administrative filing system established for important Secretariat records.
- Regular follow-up system established for assigned administrative matters.
- Support ongoing events/programmes through structured administrative coordination.

Within 90 Days

- Monthly accounting and reporting process functioning consistently.
- Finance MIS being submitted on schedule.
- Membership and administrative records maintained accurately.
- Pending administrative items systematically tracked until closure.
- Event and Secretariat documentation maintained in an organised manner.
- Demonstrate the ability to independently manage routine Accounts and Administration responsibilities while escalating matters requiring management/Office Bearer decisions.

E. ROLE EXPECTATION This position is intended as a dual-function Accounts & Administration role, rather than a purely accounting or data-entry position.

The employee is expected to take ownership of routine accounting responsibilities while also providing hands-on administrative support to the ATOAI Secretariat. The role requires a high degree of organisation, responsiveness, accuracy and follow-through, with the ability to manage multiple ongoing responsibilities across both Finance and Administration.

The employee will be responsible for maintaining records, updating relevant trackers, coordinating routine follow-ups, supporting events and programmes, and ensuring that assigned accounting and administrative tasks are completed within the stipulated timelines.

Financial matters requiring skilled advice or statutory intervention will continue to be coordinated with the appointed CA/financial professionals, while matters requiring approval or decision-making will be placed before the designated Office Bearers/authorised representatives of ATOAI.

Pay: ₹22,000.00 - ₹25,000.00 per month

Work Location: In person

📌 Accounts & Administration Executive (New Delhi)
🏢 Adventure Tour Operators Association Of India
📍 New Delhi