admin incharge

Job Profile: Account cum Office Incharge

Location: Belur Industrial Estate (Belur Industrial Area / Dharwad)

Reporting to: Managing Director

Role Type: Full-time, in-house, managerial / supervisory role

Objective / Purpose of Role

The Account cum Office Incharge acts as the bridge between the accounting/finance side and day-to-day office administration. This person ensures that the office runs smoothly (supplies, documentation, staff support) and that accounts, payments, receivables, records, compliance, etc. are properly maintained. They often have oversight of juniors or assistants in both accounting and office admin.

Key Responsibilities & Duties

Below is a comprehensive list (you may choose to adapt / scale depending on company size):

A. Accounting & Finance Duties

Bookkeeping & Ledger Maintenance

Maintain the general ledger, subledgers (accounts receivable, accounts payable, inventory, fixed assets)

Record daily financial transactions (sales, purchases, cash, bank entries, journal entries)

Post vouchers, invoices, receipts, payments, debit/credit notes

Invoicing / Billing / Receivables

Generate customer invoices in a timely manner

Monitor outstanding receivables; follow up with customers for payments

Reconcile accounts receivable aging statements

Payments / Payables / Vendor Management

Process vendor bills/invoices, verify the correctness (PO, delivery, tax)

Prepare payment runs (cheques, electronic transfers)

Manage vendor relationships, maintain vendors' master data

Reconcile vendor statements

Banking & Cash Management

Reconcile bank statements (monthly, or more frequently)

Manage petty cash, prepare cash advance reconciliations

Prepare bank deposits, coordinate with bank operations

Maintain cash flow projections, supervise daily cash balances

Payroll, Employee Reimbursements & Expenses

Calculate payroll, overtime, deductions, benefits (as per company policy)

Process employee reimbursements, travel expenses, claims

Ensure statutory compliances (PF, ESI, TDS, other labor & tax laws)

Financial Reporting & Analysis

Prepare periodic (monthly/quarterly/annual) financial statements: Profit & Loss, Balance Sheet, Cash Flow

Prepare variance analysis, budgeting vs actuals, cost center reports

Assist management in financial planning, forecasts, projections

Compliance, Audit & Taxation

Ensure all statutory compliances are met: GST, TDS, filing returns, corporate tax, audit support

Liaise with external auditors, prepare audit schedules, supporting documents

Ensure internal controls are adhered to (approval flows, segregation of duties, documentation)

Fixed Assets & Inventory Accounting

Maintain fixed assets register, depreciation schedules

Coordinate with operations for physical verification of assets

Oversee inventory accounting, valuation, reconciliations

B. Office / Administrative Duties

Office Management & Infrastructure

Ensure the smooth running of the office infrastructure: electricity, water, cleaning, security, maintenance

Arrange for office supplies, stationery, consumables, and maintain stock

Maintain office equipment (computers, printers, etc.) and coordinate repairs

Documentation, Filing & Record Keeping

Maintain all office records, statutory documents, agreements, contracts, licenses, registrations

Manage inward/outward correspondence, mails, courier, documentation

Maintain employee records, attendance, leave records

Front Office / Reception Duties

Supervise front-desk / reception activities (if any): receiving visitors, telephone calls, gate passes

Ensure visitor logs, gate security, office protocols

Coordination & Support

Coordinate with other departments (procurement, operations, sales) to support their administrative needs

Organize meetings, travel bookings, accommodation, logistics for staff or guests

Support in arranging company events, trainings, internal meetings

Supervision & Team Management

Supervise junior assistants / clerks in accounts / office tasks

Allocate work, monitor progress, train staff

Evaluate performance and ensure quality of work

Miscellaneous Tasks

Assist management in preparing presentations, data for meetings

Undertake special projects as assigned (process improvement, internal audits, system implementation)

Implement and monitor office policies, procedures, SOPs

Key Interfaces / Stakeholders

Internal: Managing Director / Finance Head / Plant Manager / Department Heads / Shop floor / Sales / Purchase / HR

External: Vendors, Customers, Bankers, Auditors, Government Authorities (tax, regulatory)

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