Accounts and Payments Coordinator

Role Summary

The **Accounts and Payments Coordinator** is responsible for managing the company’s billing and collections processes to maintain healthy cash flow. This role involves issuing invoices, following up on outstanding dues, and ensuring payments are received on time. The coordinator will maintain accurate financial records, perform routine accounting tasks, and escalate discrepancies or delays to management as needed. Over time, this role will also expand to handling outgoing payments such as salaries, rents, and vendor bills, in line with best practices in financial operations.

Key Responsibilities
- **Invoice and Billing Management**: Prepare and generate customer invoices, bills, and supporting documents promptly for all transport services rendered. Maintain organized records of all invoices and receipts for auditing and reconciliation purposes.
- **Payment Follow-ups**: Proactively follow up with clients on outstanding dues **twice daily**, ensuring timely collection of payments. Monitor accounts receivable aging and send reminders or statements to clients as needed to minimize overdue accounts.
- **Receipts and Record Keeping**: Verify and record receipt of payments in the accounting system. Update payment logs and ledgers regularly, and issue payment receipts. Reconcile customer accounts to ensure all incoming payments are accurately accounted for.
- **Discrepancy Resolution**: Investigate and resolve any payment discrepancies or delays. If invoices are disputed or payments are not received on time, escalate the issue to management with a summary of the problem and supporting details for prompt resolution.
- **Vendor Invoice Coordination**: Coordinate service-related invoices (e.g. from partner carriers or vendors) and ensure they are verified and processed in a timely manner
- . Work with the operations team to validate that billed services were provided, and prepare these for payment.

Required Qualifications:

- **Financial Reporting**: Assist in preparing daily or weekly reports on collections, outstanding dues, and cash flow for management review. Highlight any irregularities or concerns immediately.
- **Expanded Payment Duties**: Gradually take on responsibility for routine outgoing payments such as staff salaries, office rent, utility bills, and vendor payments. Ensure these payments are scheduled and released on time once this duty is assigned, maintaining confidentiality and accuracy in payroll and accounts payable processing.
- **Accounting Skills**: Solid understanding of basic accounting principles and practices. Proficiency in accounting software (e.g. Tally) and MS Office, especially Excel, for maintaining records and preparing reports.
- **Attention to Detail**: High level of accuracy in data entry and record-keeping. Ability to spot errors or inconsistencies in invoices and financial records quickly.

Preferred Experience
- **1-3 Years Experience**: 1-3 years of work experience in accounting, accounts receivable/payable, or a similar finance role. Experience in the transportation or logistics industry is an added advantage but not mandatory.
- **Freshers Considered**: Fresh graduates with relevant internships or strong academic background in accounting may be considered for a junior version of this role, with appropriate training.

Language Requirements

Working Hours and Mode
- **Timing**: 9:00 AM - 6:00 PM (Monday to Saturday). Adherence to schedule is important for contacting clients during business hours and coordinating with the team.
- **Work Mode**: Work From Office (WFO). The role is based in the Kalamboli office and requires on-site presence to access financial records, coordination with other departments, and handle documentation.Reporting Structure
- **Reports To**: This position reports to the Finance Manager (or senior Accounts Officer) of the company. In the absence of a dedicated finance head, the Accounts and Payments Coordinator will report directly to the Managing Director for all financial matters.

Ideal Monthly Salary Range
- **₹20,000 - ₹30,000 per month (approx.)**: Based on industry standards in Navi Mumbai for similar roles, a typical salary range is around ₹2.4-₹3.6 lakh per annum
- **Team Collaboration**: The role involves close collaboration with the operations team (for verifying service completion before billing) and management (for reporting and approvals). Any major payment issues or discrepancies should be communicated to the management promptly.

Pay: ₹20,000.00 - ₹25,000.00 per month

**Benefits**:

- Cell phone reimbursement
- Food provided
- Paid time off
- Provident Fund

Schedule:

- Day shift

Work Location: In person