Manager Accounts

Company

Indira Dairy

Location

Thiruvananthapuram, Kerala

Department

Accounts

Position

Manager – Accounts

Reporting To

Managing Director / Management

Team Reporting to the Position: Accounts Team, Dispatch In-Charge, Purchase Manager, Billing Executives and Cashiers

Job Purpose

To lead and manage the Finance, Accounts and Commercial functions of Indira Dairy, ensuring financial accuracy, effective cash and credit control, timely procurement, proper billing, efficient dispatch coordination, inventory control and strong internal controls.

The position will be responsible for coordinating and supervising the Accounts, Dispatch, Purchase, Billing and Cash functions and ensuring that these functions operate in an integrated and financially controlled manner.

Key Responsibilities

A. Finance \& Accounts Management

• Overall supervision of the Accounts \& Finance function.
• Ensure accurate and timely recording of all financial transactions.
• Review purchase, sales, expense, receipt, payment and journal entries.
• Ensure timely monthly closing of accounts.
• Review Trial Balance, Profit \& Loss Account, Balance Sheet and other financial statements.
• Monitor receivables, payables, expenses and cash flow.
• Ensure proper reconciliation of customer, supplier, bank, cash and other ledger accounts.
• Establish and maintain appropriate financial controls and approval procedures.
• Provide financial information and analysis to Management for decision-making.

B. Accounts Receivable, Collections \& Credit Control

• Monitor customer, distributor, agency and institutional outstanding balances.
• Review daily sales collections and ensure timely accounting and reconciliation.
• Monitor credit limits and payment terms of customers/agencies.
• Review route-wise and salesman-wise collections and settlements.
• Ensure timely follow-up of overdue payments.
• Investigate shortages, excess collections, billing discrepancies and settlement differences.
• Coordinate with Sales and Marketing teams regarding outstanding receivables.
• Recommend appropriate credit-control measures to Management.

C. Purchase Management

The Purchase Manager will report to the Manager – Accounts for commercial and financial control.

• Supervise the overall purchase function and ensure purchases are made as per approved requirements.
• Review purchase requisitions, purchase orders, quotations and supplier terms.
• Ensure proper comparison of quotations and commercial evaluation of suppliers.
• Monitor purchase prices, payment terms and supplier credit periods.
• Coordinate with Purchase, Stores, Production and Accounts regarding material procurement.
• Ensure purchase invoices are properly matched with purchase orders, goods received and supporting documents.
• Monitor supplier outstanding and payment schedules.
• Identify opportunities for cost reduction and better procurement terms.
• Review supplier performance and resolve commercial discrepancies.

D. Dispatch \& Route Settlement Management

The Dispatch In-Charge will report to the Manager – Accounts for operational coordination, documentation and financial control.

• Supervise the dispatch and route-return settlement process.
• Ensure accurate preparation and verification of dispatch documents.
• Monitor daily route-wise dispatch, returns, damages, shortages and excesses.
• Ensure proper reconciliation between dispatched quantity, returned quantity, sales and collections.
• Review route settlement statements before finalization.
• Ensure no financial settlement is finalized without proper verification and authorization.
• Monitor vehicle-wise and route-wise discrepancies.
• Coordinate with Sales, Dispatch, Billing and Accounts to resolve settlement issues.
• Ensure proper documentation of shortages, damages, returns and recovery amounts.
• Monitor adherence to approved Dispatch and Route Return SOPs.

E. Billing Function

The Billing Executives will report to the Manager – Accounts.

• Supervise the overall billing function.
• Ensure accurate and timely preparation of sales invoices.
• Monitor billing against approved rates, customer details and sales orders.
• Ensure correct application of GST and applicable pricing.
• Review billing errors, cancellations, credit notes and debit notes.
• Monitor agency/customer-wise billing and outstanding balances.
• Ensure billing discrepancies are identified and corrected promptly.
• Coordinate with Sales, Dispatch and Accounts to ensure smooth order-to-billing processes.
• Establish appropriate controls to prevent duplicate, incorrect or unauthorized billing.

F. Cash \& Cashier Management

The Cashiers will report to the Manager – Accounts.

• Supervise daily cash collection and cash-handling activities.
• Ensure cash received from sales, route collections and other sources is properly accounted for.
• Review daily cash closing and cash reconciliation.
• Ensure timely deposit of collections into the company's bank account.
• Monitor cashier-wise and route-wise cash balances.
• Ensure proper authorization for cash payments and petty cash expenses.
• Investigate cash shortages or excesses immediately.
• Maintain strict controls over cash handling and cash custody.
• Conduct periodic verification of physical cash and related records.

G. Inventory \& Commercial Control

• Coordinate with Purchase, Stores, Production, Dispatch and Accounts for effective inventory control.
• Monitor purchase quantities, stock movement, consumption, wastage, damages and returns.
• Review physical stock reconciliation and investigate discrepancies.
• Monitor material and packaging costs.
• Ensure proper accounting of raw materials, finished goods and other inventory.
• Identify unusual wastage, shortages or financial leakages and report them to Management.

H. Statutory Compliance

• Ensure timely GST return filing and reconciliation.
• Supervise TDS compliance and related returns.
• Ensure proper a