Office Operations & Accounts Coordinator

Location: Chattarpur, New Delhi

Employment: Full-time, work from office

Working days: Monday to Saturday; 9:30am - 6.30pm

Experience: 4 - 6 years

Salary: ₹35,000 - ₹45,000 per month, depending on experience and capability

About The Mansion The Mansion is a premium, design-led gifting brand working with corporate clients, and private clients across India and internationally.

We are a small team of seven to eight people, so every person is expected to take ownership, work across functions when required and close tasks without repeated follow-up.

About the Role

We are looking for an organised and dependable Office Operations & Accounts Coordinator to bring order to the company’s day-to-day documentation, invoicing, reporting, purchases, payments and office operations.

This is not a pure accounting or data-entry position. Accounting work is limited to invoicing, maintaining clean records, basic reconciliations and preparing reports. Our external CA handles statutory returns and filings.

The larger responsibility is to ensure that documents are organised, information is properly recorded, routine purchases happen on time, stock shortages are highlighted, office requirements are managed and administrative tasks do not need constant founder involvement.

You will report directly to the founder and coordinate with the warehouse, merchandising, client-servicing and design teams.

What You Will Own

1. Documentation and Record Management

- Organise client invoices, purchase orders, vendor quotations, bills, payment records, courier documents and employee records.
- Maintain properly labelled physical and digital folders.
- Collect information from different team members and consolidate it into clear trackers and reports.
- Ensure documents are complete before sharing them with the CA, bank, courier company or external partners.
- Follow up independently for missing bills, approvals, documents and information.
- Maintain records in a way that another person can easily find and understand them.
- Prevent documentation from remaining scattered across WhatsApp, email, paper files and individual team members.

2. Invoicing, Receivables and Basic Accounts

- Generate accurate client invoices, proforma invoices and credit notes.
- Maintain records of client purchase orders, invoices, payments and outstanding balances.
- Track receivables and follow up with clients until payments are received.
- Record vendor bills, advances, reimbursements and routine business expenses.
- Maintain basic bookkeeping records in Tally, Zoho Books or the company’s accounting system.
- Reconcile invoices and recorded payments with bank transactions.
- Prepare vendor-payment schedules for the founder’s approval.
- Maintain complete supporting documents for every payment and expense.
- Coordinate with the external CA and provide organised data for GST, TDS, returns and statutory filings.
- Follow up with the CA, where required, until pending matters are closed.

The external CA will prepare and file the statutory returns. This role is responsible for keeping the underlying information accurate and complete.

3. Import and Export Documentation

Practical experience with international-shipment documentation is mandatory.

- Prepare and verify commercial invoices, packing lists and other documents required for international shipments.




- Coordinate documentation with courier companies, freight partners, banks and customs-support partners.
- Ensure shipment documents are accurate and ready before dispatch.
- Track international shipments until delivery.
- Coordinate with external experts when specialised customs or compliance support is required.
- Maintain an organised file for every international shipment.
- Follow up on missing documents, delayed shipments and unresolved documentation requirements.

4. Purchases and Restocking

- Maintain reorder levels for office supplies, packaging consumables, pantry items, cleaning material and other regularly used supplies.
- Review stock reports and highlight items that are approaching their reorder level.
- Collect vendor quotations and compare rates, quantities and delivery timelines.
- Create purchase orders after receiving approval.
- Place approved orders and follow up with vendors until the material is received.
- Verify the quantity received against the purchase order and vendor bill.
- Maintain records of pending purchases, expected delivery dates and supplier advances.
- Flag delays, shortages or price changes early.

The founder or merchandiser will decide which product and component inventory should be purchased. This coordinator will identify shortages, obtain quotations, place approved orders and follow through until receipt.

5. Inventory Coordination and Reporting

- Collect inventory updates from the warehouse team.
- Maintain organised records of finished gifts, components, packaging material, damaged stock and returned stock.
- Reconcile stock movement with purchases, sales, dispatches, damages and returns.
- Coordinate periodic physical stock counts with the warehouse team.
- Investigate and highlight differences between physical stock and recorded stock.
- Prepare reports on fast-moving products, slow-moving products, stock shortages and items requiring restocking.
- Ensure inventory information is updated on time and available in one reliable place.

The warehouse team will manage physical stock and daily stock movement. This role will organise, reconcile, report and highlight exceptions.

6. E-commerce Coordination

- Reconcile website orders with invoices, payments and dispatch records.
- Track cancelled orders, failed payments, refunds, replacements and returns.
- Coordinate with the warehouse and website teams to correct inventory discrepancies.
- Reconcile payment-gateway settlements with website orders and bank receipts.
- Prepare basic reports for online sales, pending orders, refunds and settlements.

Previous experience with Shopify or another e-commerce platform is strongly preferred.

7. Banking, Petty Cash and Reimbursements

- Coordinate routine documentation and follow-ups with the bank.
- Maintain an accurate petty-cash register with supporting bills.
- Process and record employee reimbursements after approval.
- Ensure no payment or reimbursement is recorded without appropriate documentation.




- Reconcile petty cash and expense records regularly.
- Highlight unsupported, unusual or overdue expenses before processing.
- Maintain records of company cards, subscriptions and recurring business payments, where applicable.

8. Office Operations

- Ensure the office and studio remain clean, organised and functional.
- Supervise housekeeping standards and maintain a clear cleaning checklist.
- Coordinate repairs, maintenance, internet, utilities, couriers and local logistics.
- Maintain office, pantry, stationery and cleaning supplies.
- Reorder approved supplies before they run out.
- Understand what employees need to perform their work and arrange approved requirements.
- Coordinate with external vendors for routine office requirements.
- Maintain important company, vendor and employee documents.
- Identify routine office problems and resolve them without waiting for the founder to notice them.

9. Recruitment and People Coordination

- Publish approved job descriptions on relevant hiring platforms.
- Review applications against the defined must-have criteria.
- Conduct initial screening calls covering experience, location, current salary, expected salary and notice period.
- Maintain an organised candidate tracker with application, interview and feedback status.
- Schedule and coordinate interviews with the founder and relevant team members.
- Follow up with candidates and reduce interview drop-offs.
- Coordinate practical assignments, document collection and reference checks.
- Prepare offer and joining documentation after final approval.
- Coordinate administrative onboarding for new employees.
- Maintain attendance, leave, reimbursement and basic employee records.

This role coordinates the hiring process. Final selection decisions will be made by the founder or respective department head.

Must-Have Experience and Skills

- 4 - 6 years of experience in office administration, accounts coordination or business operations.
- Hands-on experience with import/export or international-shipment documentation.
- Experience creating invoices and maintaining payment and expense records.
- Experience with receivables follow-up, petty cash and vendor coordination.
- Solid working knowledge of Excel or Google Sheets.
- Ability to organise scattered information and create clear reports.
- Comfortable coordinating with banks, CAs, couriers, vendors and internal teams.
- Strong written and verbal follow-up skills.
- High attention to detail and accuracy.
- Ability to work independently and close tasks without repeated reminders.
- Comfortable working full-time from our Chattarpur office.

Pay: ₹35,000.00 - ₹45,000.00 per month

Application Question(s)

- Which accounting tool have you used — Tally, Zoho, Excel, or other?
- Have you handled stock reports, purchases or reorder tracking?
- Have you coordinated job postings and candidate interviews?
- What is your current salary, expected salary and notice period?
- Where are you currently based?
- How many years of experience do you have in accounts coordination and office administration?
- Describe one international shipment for which you personally handled the documentation.
- How comfortable are you with Excel or Google Sheets? Which reports have you created independently?
- Have you worked with Shopify or another e-commerce platform?

Work Location: In person

📌 Office Operations & Accounts Coordinator (North Sikkim)
🏢 The Mansion
📍 North Sikkim