Account Assistant – Accounts & Office Expense Management

1. Job Summary

We are looking for a responsible, organized, and detail-oriented Account Assistant to manage day-to-day accounting activities, office expenses, petty cash, vouchers, bills, payment records, and routine financial documentation.

The candidate will be responsible for maintaining accurate records of all office expenses, preparing daily and monthly expense statements, verifying bills and receipts, recording cash and bank transactions, coordinating with vendors, and assisting the management and accountant in routine accounting activities.

The candidate should have positive knowledge of MS Excel, basic accounting principles, expense management, and commercial documentation. Experience with accounting software such as Tally Prime or similar software will be an added advantage.

2. Key Roles and Responsibilities

A. Daily Office Expenses and Petty Cash Management

- Record and maintain all day-to-day office expenses, including stationery, printing, photocopying, courier charges, tea and refreshments, local conveyance, fuel, parking, internet, mobile bills, and other miscellaneous expenses.
- Prepare a daily petty cash statement showing the opening balance, cash received, expenses paid, and closing balance.
- Maintain a proper record of small-value and miscellaneous office expenses with supporting bills, receipts, and vouchers.
- Verify expense bills and receipts before recording transactions.
- Ensure that each expense is supported by appropriate documentation and approved by the authorized person.
- Maintain an expense register in MS Excel or accounting software.
- Reconcile the physical cash balance with the recorded balance regularly.
- Report any cash shortages, excess balances, missing bills, or discrepancies to management.
- Prepare weekly and monthly summaries of office expenses for review and approval.

B. Expense Recording and Classification

- Record expenses under the appropriate accounting heads, such as office administration, travelling, conveyance, telephone, internet, stationery, repair and maintenance, electricity, rent, and miscellaneous expenses.
- Separate office expenses from project expenses, personal expenses, and other business-related expenses.
- Record expenses according to the relevant date, amount, payment mode, purpose, and supporting documents.
- Maintain a record of employee reimbursements and advances.




- Track recurring expenses and inform management about upcoming payments.
- Identify duplicate bills, incorrect amounts, and missing supporting documents for correction.

C. Cash and Bank Transaction Records

- Maintain records of cash payments, cash receipts, bank transfers, UPI payments, cheque payments, and other authorized transactions.
- Record payment details with transaction references and supporting documents.
- Assist in preparing bank reconciliation statements.
- Maintain records of cash withdrawals and deposits.
- Verify payment confirmations and update the relevant expense or payment register.
- Coordinate with the authorized accountant or management for payment-related queries.

D. Bill Verification and Voucher Preparation

- Collect and verify bills, invoices, receipts, payment proofs, and expense claims.
- Prepare payment vouchers, cash vouchers, journal vouchers, and other supporting documents as assigned.
- Check the date, vendor name, invoice number, description, quantity, amount, and applicable taxes.
- Ensure that expenses are recorded only after the required verification and approval.
- File expense vouchers and supporting bills systematically in physical and digital formats.
- Maintain proper documentation for internal reviews, statutory requirements, and audits.

E. Vendor Payments and Outstanding Tracking

- Maintain a register of supplier bills, payment due dates, advances, and outstanding amounts.
- Follow up with the concerned department for invoice approval and missing documents.
- Prepare a list of payments due for management approval.
- Record advance payments made to vendors and adjust them against the relevant bills when applicable.
- Maintain payment confirmations and vendor account records.
- Assist in preparing supplier account statements and payment summaries.

F. Employee Advances and Reimbursements

- Maintain records of advances issued to employees for office purchases, travelling, site visits, and other approved activities.
- Record advance amounts, dates, purposes, and employee details.
- Collect expense statements, bills,



and receipts after completion of the activity.
- Reconcile advances against actual expenses and identify amounts pending settlement.
- Prepare reimbursement statements for approved employee expenses.
- Follow up on unsettled advances and submit the status to management.

G. Monthly Expense Reports and Management Reporting

- Prepare monthly office expense statements with category-wise totals.
- Compare monthly expenses with previous periods, where required.
- Prepare summaries of petty cash, bank payments, reimbursements, and outstanding expenses.
- Maintain Excel sheets for expense tracking, payment status, and cash balances.
- Highlight unusual increases in expenses, missing bills, and overdue settlements.
- Submit daily, weekly, and monthly reports within the specified timelines.
- Provide supporting records whenever requested by management or the accountant.

H. Accounting Software and Data Entry

- Enter routine accounting transactions into Tally Prime or other accounting software, as assigned.
- Maintain accurate records of expenses, payments, receipts, and journal entries.
- Use MS Excel for expense registers, cashbooks, payment trackers, and monthly summaries.
- Prepare documents and reports using MS Word and PDF tools.
- Maintain backup copies and organized digital folders for accounting records.
- Ensure accuracy and confidentiality of financial data.

I. GST and Tax Documentation Support

- Collect and organize purchase invoices, expense bills, and vendor GST details.
- Check that invoices contain the required particulars and applicable tax details.
- Separate invoices with GST from those without GST for review by the accountant.
- Assist in organizing documents for GST returns, tax compliance, and audits.
- Maintain records of TDS-related documents and other tax records, wherever applicable.
- Coordinate with the accountant or tax consultant for clarification and correction of accounting documents.

J. Educational Qualification

- Minimum qualification: 12th Pass, preferably Commerce.
- B.Com or a degree/diploma in Accounting, Finance, or Commerce will be preferred.
- Basic knowledge of bookkeeping and accounting principles is required.

K. Experience

- Candidates with 1–3 years of experience in accounts assistance, petty cash management, office expense accounting, or bookkeeping will be preferred.

Pay: ₹15,000.00 - ₹20,000.00 per month

Work Location: In person

📌 Assistant Accounts (Indore)
🏢 Ratovate Technologies
📍 Indore