Accounts Payable

Location: Kolkata

Department: Finance & Accounts / Supply Chain

Employment Type: Full-time

About Us

We are a leading player in the Tea and IT Industry in US and UK with a legacy of excellence spanning decades; our India HQ, based in Kolkata has a team of 75 people and provides support services to all the companies in the group by taking care of the whole IT, accounting, banking, supply chain, audit and treasury functions of the group. We are committed to maintaining the highest standards of financial integrity and transparency.

Who are we looking for

We are seeking a detail-oriented Accounts Payable (AP) Executive with strong experience in ERP systems, vendor management, purchase order (PO) processing, and goods receipt/invoice reconciliation (GR/IR). The ideal candidate should have hands-on experience in AP and logistics processes, knowledge of domestic and import procurement procedures, and a clear understanding of taxation and compliance requirements.

Key Responsibilities:

1. Vendor Management:

• Manage the vendor creation process by ensuring all required details and documentation are collected and verified accurately.
• Maintain vendor master data in the ERP system with proper classification and compliance checks.
• Coordinate with internal departments and vendors for the resolution of discrepancies.

2. Purchase Order (PO) Processing:

• Create and process Purchase Orders (POs) for:
• Services
• Raw Materials (RM) / Packing Materials (PM)
• Consumables and Fixed Assets (FA) for direct postings.
• Accurate application of tax, freight, and other costs for inventory loading.
• Prepare POs for transport contracts, including combined POs for transport bill payments.

3. Import & Export Handling:

• Manage import-related POs with proper loading of duties, taxes, and port charges.
• Maintain an Import Register with detailed tracking of import transactions.
• Understand and apply the forex impact on imported goods and financial postings.
• Verify and process essential import documents such as:
• Airway Bill (AWB)
• Shipping Bill
• Bill of Entry (BOE)
• Other customs-related documents.
• Accurate understanding and application of shipping terms like FOB, CIF, CFR, Door Delivery, etc.

4. Customs & Compliance:

• Knowledge of customs formalities and compliance requirements for import/export activities.
• Ensure proper documentation and compliance for all inward and outward movement of goods.
• Review and verify documents like Challan, Invoice, Pro forma Invoice, Commercial Invoice, etc.

5. Goods Receipt & Invoice Reconciliation (GR/IR):

• Perform GR/IR processes for accurate matching of goods received, invoices, and purchase orders.
• Resolve discrepancies on time by coordinating with vendors, stores, and logistics teams.

6. Taxation & Cost Loading:

• Ensure proper loading of taxes, freight, and other purchase costs into inventory valuations.
• Verify compliance with applicable tax regulations during AP processing.
• Support in month-end and year-end financial closures related to AP activities.

Qualifications & Skills:

• Education: B. Com graduate (Accounts, Commerce, or related discipline preferred).
• Experience: 3-5 years of hands-on experience in Accounts Payable (AP) and logistics within an ERP environment.
• Technical Skills:
• Proficiency in ERP systems (e.g., SAP, Oracle, Tally ERP, etc.).
• Strong understanding of PO creation, GR/IR, and inventory cost loading.
• Knowledge of customs formalities and import/export documentation.
• Good working knowledge of MS Excel and reporting tools.
• Knowledge Areas:
• Material codes and material types.
• Tax and freight application for purchase orders.
• Import procedures, forex impact, and port charges.
• Shipping terms and related documentation.
• Fixed asset PO creation and capitalization.
• Soft Skills:
• Attention to detail with strong analytical skills.
• Excellent English communication and coordination abilities.
• Problem-solving and process improvement mindset.
• Ability to work under pressure and meet strict deadlines.
• Comfortable to work with US & UK shifts

Key Performance Indicators (KPIs):

• Accuracy and timeliness of vendor creation and PO processing.
• Smooth and error-free GR/IR matching and reconciliation.
• Timely clearance of vendor payments.
• Accuracy of import documentation and customs compliance.
• Minimal discrepancies in AP and logistics reports.