Assistant Manager Accounts

JOB TITLE - Assistant Manager – Finance and Accounts

DEPARTMENT - Finance and Accounts Department

REPORTS TO - Head – Internal Controls

PURPOSE OF ROLE

The Assistant Manager – Finance and Accounts owns the accuracy and timeliness of Gokul Oottupura's books.

He/she is responsible for ensuring that entries are passed correctly, books are closed on schedule, statutory dues are met and reports are ready for further analysis.

The role combines execution and supervision, ensuring reliable transactions, clean closes, compliance without lapses and enforced controls.

JOB RESPONSIBILITIES

• Tally Entries - Pass or review accounting entries with correct ledger, cost centre and tax treatment such as

Accounts payable entries - purchase invoices, GRN-to-invoice matching, debit/credit notes, vendor payments

Sales Entries

Petty cash entries

Expense entries

utilities, rent, repairs and maintenance, manpower, outlet and Head Office expenses.

Maintain fixed asset entries

capitalization vs. revenue decision, additions, transfers between outlets, disposals and depreciation

Team leadership: assign work between the Senior and Junior Accountants, set monthly deadlines, review their entries before posting or finalizing, ensure nothing sits in suspense or unallocated heads; guide and give input for their appraisals.

Month- End Close

• Cut-off and pre-close (last week of month): circulate the close calendar; confirm all outlets, Central Kitchen and Procurement have submitted invoices, GRNs, transfers and petty cash vouchers by the cut-off date.
• Transaction completeness: all purchase, expense and sales/collection entries posted; GRN-to-invoice and unbilled receipts reconciled with Procurement; inter-outlet and Central Kitchen transfers matched on both sides.
• Accruals, provisions and depreciation: book expenses incurred but not billed (utilities, rent, manpower, audit fees, etc.); prepaid expenses and their amortization; provisions for bonus, gratuity and leave as per policy; post depreciation, update the asset register and capitalize completed projects.
• Reconciliations: bank (all accounts); outlet cash, card/UPI and aggregator settlements (daily or weekly); petty cash counts; vendor statements for key suppliers and payables ageing; intercompany/related-party balances; and statutory ledgers (GST, TDS, PF/ESI) against returns and challans.
• Stock and inventory: obtain closing stock values from Stores/Costing, reconcile them to the books, follow up on variances and post the stock adjustment entries.
• Trial balance review: scan for abnormal balances, wrongly mapped ledgers, and unusual month-on-month movements; clear queries with the entry owners.
• Lock, handover and checklist: freeze the period in Tally; hand over the final trial balance, P&L and Balance Sheet to Costing Department and the Partners within the agreed working-day deadline; maintain a signed month-end checklist showing who completed each step and when.

Year-end close

• All month-end steps, plus a full ledger scrub: ageing review of debtors, creditors and advances, and write-off or write-back proposals for approval
• Confirmation of balances (vendors, banks, loans, deposits) and physical verification support for stock and fixed assets.
• Year-end provisions, deferred items, and 43B(h) / MSME payment-status review.
• Audit coordination: act as point of contact for statutory, tax, GST and internal auditors; prepare schedules and working papers, respond to queries and track audit adjustments to closure.
• Pass audit adjustments, finalize financial statements, and carry forward opening balances correctly.

Budgeting

• Annual budget: coordinate preparation with Costing, Procurement, HR and outlet heads; compile the expense, capex and cash-flow budgets in agreed formats.
• Monthly payment budget: consolidate vendor, statutory, payroll, rent and loan payments due; prepare the weekly/monthly payment plan against expected cash availability and obtain Partner approval; ensure MSME vendors are paid within the 45-day limit (Section 43B(h)).
• Monitor actual payments against the budget and report variances to the Partners; flag shortfalls early.

Statutory compliance

• GST: GSTR-1 and GSTR-3B, GSTR-2B reconciliation, annual return and reconciliation statement (GSTR-9/9C), e-invoicing and e-way bill requirements where applicable.
• TDS/TCS: correct deduction, timely deposit, quarterly returns (24Q/26Q/27Q), Form 16/16A issue, and tracking of lower-deduction certificates.
• Income Tax: advance tax computation support and payment, return and tax audit report support, notices and assessment responses (with the consultant).
• Payroll-linked and local levies: confirm PF, ESI, Professional Tax and Labour Welfare Fund deposits and returns are made on time (with HR).
• Company/entity filings: support the consultant with ROC/MCA or other entity filings, where applicable.
• Maintain a compliance calendar with due dates, owners and filing evidence; no interest, penalty or late fee should arise from Accounts.

Documentation and recording

• Ensure every entry has supporting documents (invoice, GRN, approval, proof of payment) filed and retrievable.
• Maintain digital records of statutory filings, challans, returns, agreements and audit working papers, with retention as required by law.
• Process improvement: keep accounting policies and SOPs updated; push for automation in Tally (bank import, GST reconciliation, voucher templates) and report recurring errors back to their source.

General accounting controls

• Oversee segregation of duties, approval limits, and master-data controls.
• Tally governance: own the chart of accounts and ledger master (no new ledger without approval); review user access and ensure back-ups, audit trail and period locks are enabled and used.
• Run routine control checks: duplicate invoices, payments without approval, cash limits, advances not adjusted.
• Report control exceptions and recommend corrective action to the Partners.