Admin & Accounts Executive

Job Summary

We are looking for an organized, responsible, and detail-oriented Admin & Accounts Executive to manage daily office administration, facility maintenance, vendor coordination, accounting transactions, banking activities, payroll processing, and statutory compliance. The candidate should also have basic knowledge of the stock market, mutual funds, and investment options to assist with investment tracking and related financial records.

The role requires good coordination, accurate record-keeping, financial awareness, and the ability to complete administrative and accounting tasks within the required timelines.

Key Responsibilities

Administration

Manage daily office operations and administrative activities to ensure smooth functioning of the office.

Ensure the office is clean, organized, and well-maintained.

Maintain and monitor office assets, furniture, equipment, and inventory.

Monitor and replenish office stationery, pantry supplies, and other essential items.

Coordinate with vendors for office supplies, equipment, and services.

Coordinate housekeeping, pest control, internet, and other facility maintenance services.

Follow up with vendors to ensure timely submission of invoices and payment processing.

Maintain records of laptops, desktops, printers, mobile phones, and other company assets, including allocation and transfers.

Ensure timely payment of electricity, internet, telephone, water, rent, courier, and other utility bills.

Raise and follow up on service requests for technical, equipment, and facility-related issues.

Provide administrative support to employees and assist with their day-to-day requirements.

Maintain records of administrative expenses and related supporting documents.

Maintain office files, records, agreements, contracts, and other important documents.

Handle printing, scanning, photocopying, courier arrangements, and document dispatch.

Maintain emergency contact lists and ensure first-aid supplies are available.

Perform other administrative duties as assigned by management.

Accounts & Finance

Record daily financial transactions accurately and maintain proper accounting records.

Maintain books of accounts using accounting software.

Process payments through NEFT, RTGS, IMPS, UPI, cheques, and other approved banking methods.

Track outstanding payables, payment schedules, and due dates to ensure timely payments.

Manage day-to-day banking transactions and coordinate with banks for account-related matters.

Maintain cheque books, bank guarantees, banking documents, and related records.

Maintain petty cash records and monitor petty cash balances.

Verify cash receipts and payments and ensure proper documentation.

Prepare cash vouchers, payment vouchers, and other accounting documents.

Calculate, deduct, and deposit TDS as per applicable statutory provisions.

Process monthly payroll accurately and within the defined timelines.

Verify employee salaries, overtime, incentives, reimbursements, and deductions before payroll processing.

Process EPF, ESIC, Professional Tax, and other applicable statutory payments.

Ensure timely filing of statutory returns and maintain supporting records, coordinating with consultants wherever required.

Record asset purchases, transfers, and related accounting entries.

Maintain accounting files, invoices, receipts, payment proofs, and other supporting documents.

Coordinate with Chartered Accountants for accounting, taxation, audits, and compliance-related matters.

Maintain tax records and other financial documents for reference and audit purposes.

Assist in preparing financial reports, statements, and account reconciliations as required.

Perform other finance and accounting-related tasks assigned by management.

Investments & Financial Awareness

Maintain basic knowledge of the stock market, mutual funds, investment options, and other financial instruments.

Understand the basics of equity investments, mutual funds, SIPs, and fixed-income investment options.

Track company investments, where applicable, and maintain records of investment amounts, transactions, returns, and statements.

Assist in organizing investment-related documents, transaction records, and financial statements.

Monitor investment-related updates and maintain records as directed by management.

Assist with banking transactions related to investments, including fund transfers and transaction verification.

Maintain confidentiality of financial information and investment records.

Support management with investment-related documentation and basic financial information as required.

Banking & Financial Transactions

Handle routine banking activities and maintain proper records of transactions.

Verify bank statements, payment confirmations, and transaction details.

Assist with bank account reconciliation and follow up on discrepancies.

Maintain records of online transfers, cheque payments, deposits, and other banking transactions.

Coordinate with banks regarding account documentation, transaction issues, and other banking requirements.

Ensure that payments and fund transfers are processed only with the required authorization.

Required Skills & Qualifications

Graduate in Commerce, Accounting, Finance, or a related field.

Prior experience in administration and accounts will be preferred.

Working knowledge of accounting software and MS Excel.

Basic understanding of banking transactions, online banking, fund transfers, and bank account management.

Basic knowledge of the stock market, mutual funds, SIPs, investment options, and financial instruments.

Understanding of investment tracking, financial statements, and maintaining investment-related records.

Basic understanding of payroll processing, TDS, EPF, ESIC, Professional Tax, and other applicable statutory requirements.

Good organizational, coordination, and record-maintenance skills.

Ability to manage multiple responsibilities and meet deadlines.

Good communication and vendor coordination skills.

Attention to detail and a