Sr. Executive/Executive - Accounts & Admin

Accounts & Financial Control

• Maintain daily, weekly and monthly financial records.
• Prepare and maintain payment vouchers, receipt vouchers, journal vouchers and expense statements.
• Track all project-wise income and expenses.
• Maintain separate records for office expenses and project/site expenses.
• Monitor project budgets against actual expenditures.
• Prepare project profitability and cost analysis reports.
• Monitor outstanding client payments and prepare A/R aging reports.
• Monitor supplier and contractor payments and prepare A/P aging reports.
• Verify all expense claims before payment.
• Check supporting documents, approvals and authorization for every payment.
• Maintain advance payments given to employees, suppliers and site personnel.
• Track and adjust employee/site/project advances.
• Maintain fixed asset and company equipment registers.
• Assist management in monthly closing of accounts.
• Prepare cash-flow forecasts and upcoming payment schedules.
• Monitor bank balances and daily cash position.
• Coordinate with banks regarding deposits, withdrawals, statements and other banking matters.
• Assist in annual budgeting and financial planning.

Project & Site Accounts

• Maintain site-wise cash and expense records.
• Verify site purchase bills, transportation bills, labor payments and miscellaneous expenses.
• Coordinate with Project Managers/Site Engineers regarding site expenditure.
• Verify material purchase documentation against approved purchase orders.
• Track project advances and settlement reports.
• Prepare project-wise cost summaries for management.
• Identify unusual or excessive project expenses and report them to management.
• Maintain records of subcontractor and vendor payments.
• Assist in calculating project-wise gross profit/loss.

Procurement & Vendor Coordination

• Coordinate with Procurement regarding supplier invoices and payment schedules.
• Verify purchase orders, quotations, bills and delivery documents.
• Maintain supplier/vendor master data.
• Prepare vendor payment schedules.
• Monitor supplier outstanding balances.
• Assist in vendor reconciliation.
• Ensure proper documentation before releasing supplier payments.
• Maintain records of supplier advances and adjustments.

Office Administration

• Monitor office rent, electricity, internet, telephone and utility payments.
• Maintain office stationery and consumable records.
• Coordinate office maintenance and repair requirements.
• Maintain company asset and equipment records.
• Manage administrative documentation and filing systems.
• Coordinate meetings, internal communications and official correspondence when required.
• Support management in maintaining office discipline and operational efficiency.
• Ensure important documents are properly filed and easily retrievable.