EXIM LOGISTICS PRIVATE LIMITED

Job Description – Accounts & Billing Executive

Department: Accounts & Finance
Designation: Accounts & Billing Executive
Employment Type: Full-Time
Industry: Logistics, Freight Forwarding and Supply Chain

1. Job Summary

The Accounts & Billing Executive will be responsible for managing day-to-day accounting and billing activities, preparing customer invoices, verifying vendor bills, maintaining financial records, reconciling accounts, and supporting statutory compliance. The role requires coordination with operations, customers, vendors, and the finance team to ensure accurate and timely financial transactions.

2. Key Responsibilities

A. Billing and Invoicing

- Prepare and issue customer invoices for logistics, freight forwarding, transportation, and other applicable services.
- Verify invoices against job files, shipment details, agreed rates, quotations, and supporting documents.
- Prepare debit notes, credit notes, and supplementary invoices wherever applicable.
- Check billing calculations, GST details, and other applicable charges before invoice submission.
- Maintain customer-wise and shipment-wise billing records.
- Follow up with the operations team for missing documents and pending invoices.
- Ensure invoices are generated accurately and within prescribed timelines.

B. Accounts Payable and Receivable

- Record customer receipts and vendor payments.
- Verify transporter, freight forwarder, and service provider bills.
- Maintain accounts payable and accounts receivable records.
- Follow up on outstanding customer payments.
- Prepare customer-wise outstanding statements and ageing reports.
- Coordinate with customers and vendors to resolve payment and billing discrepancies.

C. Accounting and Bookkeeping





- Record daily transactions in accounting software.
- Maintain sales, purchase, payment, receipt, journal, and contra entries.
- Maintain general ledgers, customer ledgers, and vendor ledgers.
- Record expenses and verify supporting vouchers.
- Assist in maintaining accurate books of accounts.
- Support month-end and year-end closing activities.

D. Bank Reconciliation

- Reconcile bank statements with accounting records.
- Identify and resolve differences in bank balances and recorded transactions.
- Maintain payment and receipt records.
- Assist with bank-related documentation and payment tracking.

E. GST and Statutory Compliance

- Verify GST details on purchase and sales invoices.
- Assist in preparing GST-related reports and documentation.
- Maintain records required for GST returns and other applicable statutory filings.
- Assist with TDS calculations, deductions, and documentation wherever applicable.
- Coordinate with the senior accounts team or tax consultant for compliance matters.

F. Logistics Documentation

- Maintain shipment-wise billing files and supporting documents.
- Coordinate with the operations team for shipment completion and billing confirmation.
- Verify applicable freight, transportation, handling, customs clearance, and other service charges.
- Track completed shipments pending billing.
- Maintain records of customer invoices, vendor bills, delivery documents,



and payment confirmations.

G. MIS and Reporting

- Prepare daily and monthly billing reports.
- Maintain outstanding payment and collection reports.
- Prepare vendor payment schedules.
- Track unbilled shipments and pending invoices.
- Assist in preparing expense summaries and management reports.
- Submit accurate reports within the required deadlines.

H. Coordination and Administration

- Coordinate with the operations, sales, customer service, and finance teams.
- Respond to routine customer and vendor queries related to invoices and payments.
- Maintain proper filing of financial records.
- Follow company accounting procedures and internal controls.
- Maintain confidentiality of financial and customer information.

3. Educational Qualifications

- B.Com, M.Com, BBA (Finance), or an equivalent qualification in accounting or finance.
- Knowledge of basic accounting principles and bookkeeping.
- Additional accounting or taxation certifications are an advantage.

4. Required Skills

- Working knowledge of Tally, ERP, or accounting software.
- Positive knowledge of MS Excel and data entry.
- Understanding of GST, TDS, invoicing, and bank reconciliation.
- Knowledge of accounts payable and accounts receivable.
- Good numerical accuracy and attention to detail.
- Effective communication and coordination skills.
- Ability to meet billing deadlines and maintain accurate records.

5. Experience

- Freshers may be considered for entry-level positions.
- Previous experience in accounts, billing, logistics, freight forwarding, or transportation is an advantage.
- Experience requirements will depend on the specific vacancy.

Pay: ₹10,000.00 - ₹16,000.00 per month

Work Location: In person

📌 Accounts & Billing Executive (Bhubaneswar)
🏢 Exim Logistics
📍 Bhubaneswar